6 March 2018 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 6 March 2018 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, AONB for Area of Outstanding Natural Beauty, ASSC for Avebury Sports and Social Club, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, EH for English Heritage, NT for the National Trust, PC for Parish Council, TRO for Traffic Regulation Order, UNESCO for United Nations Educational, Scientific and Cultural Organization, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Dave Brotheridge, Mr Jon Campbell, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:40

  1. Public question time: there were no members of the public present and no questions were asked.
  2. Apologies: Mr Terence O’Connor.
  3. Declarations of interest: none declared.
  4. Minutes of meeting held on 6 February 2018: unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Stacey.
  5. Matters arising from the minutes: members noted:
    1. Min ref. 5.a. Future use of High Street car park: no further correspondence had been received from the NT.
    2. Min ref. 5.b. Detached railing on the Big Arch Bridge: Clerk to re-report issue to WC as being dangerous and needing urgent attention.
    3. Min ref. 12. Coach House toilets: no further information and item deferred to next meeting.
  6. Planning applications: there were none received.
  7. Transport Group: Dr Bedford reported:
    1. Plans for exhibition on 7 March: there was to be a central element created by a local resident from an aspirational point of view to show pictures of where we live, what we live with and making it better. There would be eight themes put together by the Transport Group and an information board from the WHS. The purpose of the exhibition was to gather feedback to help inform the Transport Group’s strategy for moving some or all of the proposed projects forward. Action: Clerk to publish PC’s exhibition material on web site and send a link to councillors. Dr Bedford to create a sign-in sheet for the exhibition and Mr Stacey to collate feedback. Clerk to put Trusloe parking on next meeting agenda.
    2. Feedback from signage meeting on 21 February: the Chairman reported the Avebury WHS Charity had pledged £250 towards new footpath signage and that Helen Miah, the new Stonehenge and Avebury World Heritage Site Partnership Officer, would be working with Steve Leonard (Rights of Way Officer at WC) to agree style of signage, logos, branding and responsibility, and also liaising with the NT.
    3. Feedback from CATG meeting 22 February on A4 project: Dr Bedford reported that a request for help with funding the road project at Beckhampton had been rejected by a contact at Wadworths and noted it might would be worth approaching the owners instead. The total cost of design work for Beckhampton had increased by £150 due to Atkins fees going up and the cost was now £9,800. CATG was funding half that figure (£4,900) and the PC and Beckhampton residents a quarter each (£2,450 each). The current position on the latter figure for Beckhampton was that £850 had already been donated or pledged by residents to date.  A further £250 had been now been pledged by the Avebury WHS Charity, £300 had been offered by an anonymous donor and £300 might be used from the Cyclothon fundraising event. This would leave a deficit of £712.50 on the earlier cost of £2,412.50. MB had initiated a second round of fund raising and it was hoped that contributions would increase.  In discussion it was agreed it was important that WC instruct Atkins before a further price rise in April and it was resolved that subject to general consensus following the Transport Group Exhibition, the PC would fund a deficit in residents’ funding of up to an extra £712.50. This would be taken from APC’s reserve fund for the WHS design guide of £2k and would enable Atkins to proceed with the design work for Beckhampton. Proposed by the Chairman, seconded by Mr Stacey and carried unanimously. It was also separately resolved that the PC would fund £37.50 equivalent to a quarter of the £150 increase in Atkins’ fees. Therefore total extra amount to be funded by APC would be up to £750.00 ex VAT. Proposed by Dr Bedford, seconded by Mrs Paradise and carried unanimously.
  8. ACSReC:
    1. Report on execution of Deed of Surrender, Sports Field Agreement (between APC and ASSC) and new Lease (between NT and ASSC): the contents of the draft lease were noted.
    2. Banking arrangements: members noted £718.83 had been transferred from Lloyds to HSBC Account on 9 February 2018 for money owed to APC from ACSReC Committee.
  9. Defibrillator for Avebury Trusloe: Mrs Lewis reported that the Social Centre had been booked for 9 July in the evening for a defibrillator training session. The PC was waiting for WC to contact BT to give the go ahead for the PC to adopt the ‘phone box in Avebury Trusloe. Mrs Lewis to check with SW Ambulance Trust that they would be ok to put acquisition of the defirillator on hold and to ascertain timescales.
  10. Local Issues:
    1. Great British Spring Clean on 3 March: Mrs Lewis reported the event had been postponed due to the winter weather conditions. It was agreed to run the event over two Saturdays and the new dates would be the 17 and 24 March.
    2. Dog fouling on footpath 22 and into Avebury: the Chairman said he had received an email from a resident concerned about the growing problem of dog fouling in Avebury including dog waste being deposited in a local farmer’s field. Action: Clerk to re-log issue with WC and contact the dog warden directly to find out what previous action had been taken as the feedback report from the WC on-line system simply stated that work had been completed.
    3. Parish Steward Priority Sheet and update on work completed for February: the Clerk reported that no extra work had been sent to the Parish Steward for February.
    4. New replacement planter for the High Street: members noted the damaged planter had been replaced and replanted, and expressed many thanks to local residents for their voluntary help in doing so.
    5. Re-instatement of cobbles in pavement outside 113 High Street: members noted work had yet to be completed by Thames Water. Action: Clerk to chase request.
    6. Re-instatement of play area fencing along main road perimeter: members noted the work had been ordered and was due to be carried out early March.
    7. Resurfacing of footpath 22 and AVE30/10 from NT car park to High Street: the Clerk reported Sustrans was in contact with Rights of Way Officer at WC to find out what funding might be available for footpath 22 and would report back to the PC.
    8. Request for support for proposed new Stonehenge and Avebury WHS Trust application to Heritage Lottery fund for grant and matched funding: members considered the request for funding, noted the importance of giving political support for the WHS and that money had been budgeted in the Avebury Community Fund to support all Avebury Community Projects. It was resolved to pledge £250 to support the Stonehenge and Avebury WHS Charity’s bid to the Heritage Lottery Fund. Proposed by Mr Stacey, seconded by Mrs Lewis and carried unanimously.
  11. Communications: the Chairman reported Headlines for Dec 2017, Jan and Feb 2018 had been published on notice boards and in UKN.
  12. Correspondence: the Clerk reported the following information had been received:
    1. Temporary Closure of: A4361 (Part), Broad Hinton (16/03/2018 one day)
    2. WALC Newsletter and information on councils’ powers to discharge their functions.
    3. Marlborough Area Development Trust: information on local Marlborough Area Makerspace http://www.makerspace.marlborougharea.org. Digital making using Raspberry Pi and workshop 4 March at the Town Hall, Marlborough.
    4. Proposals for upgrading the A303 at Stonehenge. Further public consultation see following link: https://highwaysengland.citizenspace.com/he/a303-stonehenge-2018/
    5. Police report for Avebury: three crimes carried in January including attempted theft of lead flashing, driver caught over drug limit and no insurance and handbag stolen from car and money withdrawn from bank card. To check stats in more details see: https://www.police.uk
    6. Refill 2018: a scheme whereby local businesses can sign up to offer free tap water refills of any water bottles to help reduce the amount of waste plastic in our environment. For more information see: https://www.refill.org.uk/get-the-refill-app/
    7. Lockeridge Mobile Youth Club – see PC website for poster
    8. Visit Wiltshire Newsletter: including business networking event at Merchant House Familiarisation Visit 2-4pm 17 April 2018.
  13. Finance and admin:
    1. VAT rebate: the Clerk reported a VAT rebate of £743.21 had been received on 6 February 2018.
    2. Draft Data Protection Policy: (draft General Privacy Notice courtesy of NALC had been previously circulated to members – see appendix 1, and a personal data audit questionnaire completed by the Clerk). Members considered the General Privacy Notice and it was resolved to adopt the policy. Proposed by Mr Stacey, seconded by Mrs Paradise and agreed. Thanks were expressed to the Clerk for her work on the audit questionnaire.
    3. The approved minutes of Transport Group Committee meeting dated 16 January 2018 were received for the minute book (see appendix 2).
    4. Cheques for ratification and cheques for payment: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mr Stacey and carried unanimously.
      1. Avebury Day 2018: donation                                       £500.00
      2. National Trust: rent of Sports Field 30 Mar 2017 – 29 Mar 2018 £60.00
      3. Rainbows: 5 Ltr pot of Santex paint for bus shelter       £22.00
      4. South Western Ambulance Service: Defibrillator Support Package (inc VAT)                                                                      £1,200.00
      5. Liz Moore: Clerk’s overtime and expenses 22 Jan – 21 Feb 2018  £367.66
      6. Kennet Print: printing costs for exhibition posters and artwork   £151.75 + VAT
  14. Date of next meeting: 7:30pm on Tuesday 3 April 2018. [The Chairman gave his apologies for the PC’s meeting in May].
  15. Any other business:
    1. the Chairman said he would be inviting ASSC to provide a report at the Annual Village meeting on 24 April.
    2. Mr Campbell said he would be standing down as a member of the PC shortly as he and his family would be re-locating to America during the summer. Members were sorry to hear the news and wished him well for his exciting venture.
  16. The meeting closed at 9:20 pm

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

  1. Draft General Privacy Notice
  2. Approved minutes of 16 January 2018 Transport Group Committee meeting – not seen by the meeting but added subsequently.

6 February 2018 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 6 February 2018 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, AONB for Area of Outstanding Natural Beauty, ASSC for Avebury Sports and Social Club, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, DCMS for Department Digital, Culture, Media and Sport, EH for English Heritage, NT for the National Trust, PC for Parish Council, TRO for Traffic Regulation Order, UNESCO for United Nations Educational, Scientific and Cultural Organization, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Dave Brotheridge, from item 3. Mr Jon Campbell, Mr Terence O’Connor, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey.

In attendance: Miss Liz Moore (Clerk), Wiltshire Councillor Jane Davies and for item 10. only Mrs Kate Fry.

Time started: 19:30

  1. Public question time: there were no members of the public present and no questions were asked.
  2. Apologies: none received.
  3. Declarations of interest: Mrs Paradise declared an interest as the applicant for the planning application at item 6.b.
  4. Minutes of meeting held on 4 January 2018: unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Lewis.
  5. Matters arising from the minutes: members noted:
    1. Min ref. 5.d. Future use of High Street Car Park: no further correspondence had been received from the NT.
    2. Min ref. 5. h. Detached railing on the Big Arch Bridge: the issue had been logged on WC online system however no feedback received from WC on whether the work had been completed. It was noted that visually the railing appeared to have been fixed.
  6. Planning applications:
    1. Application for Listed Building Consent at Beckhampton House Stables SN8 1QR for conversion of stables to office accommodation, within existing building plus new external door. Ref: 18/00171/LBC. Plans were tabled and considered and it was resolved to support the application. Proposed by Mrs Lewis, seconded by Mrs Paradise and carried unanimously.
    2. Application for Full Planning Consent for mobile field shelter for equine use at Ashcroft, High Street, Avebury SN8 1RF. Ref: 18/00345/FUL. Plans were tabled and considered and it was resolved to support the application. Proposed by Ms Service, seconded by Mr Brotheridge and carried unanimously subject to Mrs Paradise abstaining from voting.
  7. Transport Group: Dr Bedford reported:
    1. Plans for exhibition and agree date: following the Transport Group Committee meeting on 16 January a date for the exhibition had been provisionally booked for 7 March from 4pm – 8:30pm. Dr Bedford explained there were seven themes and each looked at an issue, a solution and the consequences. The next Transport Group meeting had been arranged for 7:30pm on Monday 19 February to agree the format for the exhibition.
    2. Progress report on A4 project including residents’ funding and APC contributions: he had written to Wadworth Brewery to ask them for a donation towards the project. Members noted there were no timescales for the funding to be in place. In discussion it was highlighted that it was tough on both the small communities of Beckhampton and West Kennett to raise large funds for preliminary designs and investigations at a time when it appeared that no funds would be available for some time to do the actual work. The Chairman said that WC had previously explained it was a four stage process 1. Scoping exercise: Atkins had previously completed this by producing the WHS Transport Strategy document. 2. Feasibility Study: a preliminary design is drawn up in greater detail and any points of concern are noted.  Atkins had completed this for West Kennett and were due to start on Beckhampton. 3. Prelim Study: this study takes utilities and topography into account and addresses points of concern.  This had been partly done by Atkins at West Kennett and would be largely done at Beckhampton. 4. Detailed design: Working drawings and sufficient information are produced for tendering or negotiation with contractors.  It was noted that if the pre-work was done then the Parish would be in a better position despite the uncertainty over final funding. In further discussion members noted £1,450 was still needed but that part of the money raised from Moya’s Cyclothon could be used to help fund the deficit. Members were sympathetic to the PC making an extra contribution and agreed to make the point at the exhibition and to hear parishioners’ views before making a decision.
    3. To consider contributing £1,000 towards a project to replace footpath signage in the Parish: Tim Lewis was working with WC to improve footpath signage, the cost of having 14 new oak signposts would be < £5,711 and the signposts were guaranteed to last 20 years. Dr Bedford explained the project would be better placed if it had seed money to garner extra funds from other organisations. In discussion it was questioned why all the signposts needed to be oak when there was the alternative cheaper option to use resin ones outside of the Conservation Areas or near heritage monuments on NT owned land. It was resolved to pledge £1,000 towards replacement footpath signage on condition that the cheaper resin alternative be explored. [Under the Countryside Act 1968 section 27, a local Council may signpost a footpath, bridleway or byway with the consent of the Highway Authority]. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously. The Chairman offered to ask the Avebury WHS Charity for a grant.
    4. Usage survey of the Avenue: it was debated whether the PC needed a usage survey of the Avenue and the point was made that it was needed to make sensible decisions and inform the public. Mrs Davies (Wiltshire Councillor) reported that WC might be able to do the survey using their equipment but it was unlikely the work could be done before the exhibition. It was agreed to wait for feedback from the exhibition before making a decision on going ahead with a survey.
    5. Eroded verges on the Avenue and Green Street: Mr Stacey tabled a paper he had put together illustrating the issues in Green Street (see appendix 1). It was noted Dr Bedford and Mr Rob MaCaire had also produced a paper in the same format for Beckhampton and West Kennett respectively and that one would need to be done for Avebury Trusloe for the exhibition. Mr Stacey reported he had requested highway repairs in Green Street and feedback from WC was that they had looked at the issue with the NT, it was the verge that needed re-instating as opposed to the road and that the NT would therefore be taking the lead to look at various solutions which might include installing a drain and that the NT would put up a barrier in the meantime. It was noted that any potential solution was not going to be done quickly due to the processes involved and the Avenue had also been logged for repair on the WC system. Mrs Davies (Wiltshire Councillor) reported that carriageway repairs from Avebury north along the A4361 was on WC’s to do list for the coming financial year. Mrs Paradise reported that following recent work by Thames Water in the High Street, they had filled in an area of pavement using fresh tarmac instead of replacing it with cobbles as it was before. Action: Clerk to log issue with Thames Water. In further discussion the Chairman suggested that Mr Stacey might also include in the Green Street paper reference to the letter that had been endorsed by the PC and sent from Avebury WHS Steering Committee to WC requesting a TRO to prohibit vehicles using the Ridgeway. This would include the track starting at the end of the tarmac east of the Farthings’ Dairy. It was noted the letter had been sent about 18 months ago and nothing had happened. Mrs Davies (Wiltshire Councillor) agreed to chase WC for a response.
  8. A303 Expressway: response tabled from DCMS (previously circulated to members and see appendix 2).  Members noted that DCMS had responded to several points made by APC, but expressed disappointment that the central recommendation made by UNESCO (that a by-pass or a longer tunnel should be constructed to avoid damaging the OUV of the WHS) had not been accepted.
  9. ACSReC: Mrs Paradise reported negotiations between ASSC and the NT on the new Sports Field Lease were still in progress but moving forward.
  10. Presentation on improvements to Parish Council web site by Kate Fry: the Chairman welcomed Mrs Fry to the meeting. Mrs Fry demonstrated the following new features:
    1. Events calendar for the website (utilising google software). Benefit: PC can send out email to local groups to invite them to use the calendar. It was agreed PC to trial the new feature.
    2. Pictures of councillors for contact page. It was noted members could also add a biography. Benefit: help engage the community with their parish councillors.
    3. Public consultations tab. Benefit: improve awareness of WC public consultations.
    4. Community links. PC to offer facility on its website to local businesses that request a link.                                                                                                 In discussion it was noted that links to social media would depend on what the PC wanted to do and therefore those features were not demonstrated. Mrs Fry stated the work should take up to 15 hrs @£20 per hour. Members thanked Mrs Fry for her presentation and see resolution at item 17.c.
  11. Avebury Trusloe Play Area refurbishment and costings: the Clerk reported  60m x 1.8m chain link fencing (with green pvc coating, as existing) came in 25 metre rolls and was about £150 + VAT and she had requested quotations from various fencing contractors and had asked them to include the price for galvanized chain link as she had been advised this would offer better strength. The following estimates had been received:
    1. Quotation for installation including materials by supplier A. £2,038.00 (+ VAT).
    2. Quotation for installation including materials by supplier B. £1,316.44 (+ VAT) and for galvanized chain-link add £1.45 + vat per meter.
    3. Quotation for installation including materials by supplier C. £850.00 inclusive or £980 inclusive for galvanised chain link. Supplier recommended using 3mm galvanized. Option given for installation only @£450.00 and materials would cost £95 per 12.5m roll of galvanized plus sundries (new top wire etc..).                                                                                                        Members considered the estimates given and it was resolved to instruct supplier C (Kennet Fencing) to carry out the fencing work for £450.00 – installation only, along one side of the perimeter fence running adjacent to the highway at the Play Area in Avebury Trusloe. It was also agreed that the Parish Council purchase all necessary materials including 4 rolls of galvanized chain-link for £380.00. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
  12. Coach House toilets opening hours: The Chairman invited Mrs Davies to provide an update. Mrs Davies (Wiltshire Councillor) reported that further to WC chasing internal officers for a Tourist Policy, Cllr Jane Scott (Leader, WC) was going to be speaking with VisitWiltshire to see whether they could help the NT with funding to open the Coach House toilets for longer hours. Mrs Davies stated the PC should not be taking on the responsibility of the toilets. A newspaper clipping was tabled from the Gazette and Herald newspaper dated 1 February 2018 p.24 reporting that visitor numbers were on the up and ‘…Wiltshire has experienced a rise in visitors from America, Australia, Germany and the Netherlands, as record numbers of international tourists visit the south west…’ The NT update was also tabled (see appendix 3) and it was noted the Coach House toilets would be open for additional hours during the opening times of the voluntary book sales/exchange store in the High Street. Members expressed thanks to Mr Stacey for his work to date and his ongoing efforts to improve opening hours.
  13. BT phone box: Defibrillator for Avebury Trusloe: Mrs Lewis reported that a second defibrillator had been ordered and funding received from generous donations by several local residents totalling £550. A defibrillator training session had been provisionally booked for 7pm on 9 July at the Social Centre.
    1. Members resolved that they were satisfied having carried out further consultation that their original objection to removal of the BT ‘phone box in Avebury Trusloe be withdrawn and to request that Wiltshire Council agree to the PC’s request to adopt the phone box. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
  14. Local Issues:
    1. Avebury Day 2018: Mrs Paradise reported that this community event on the Sports Field was to take place on the 8 September 2018 and asked if the PC would be willing to support it. Members agreed they would like to support the event again and noted that £500 had already been earmarked in the budget for Avebury Day for 2018. It was resolved to donate £500.00 to Avebury Day. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously.
    2. Great British Spring Clean: Mrs Lewis reported the WC initiative would be taking place the weekend of 3-4 March and asked members it they would like to participate. It was resolved that the PC and anyone interested from the community take part in the Great British Spring Clean 2018. Proposed by Mrs Lewis, seconded by Dr Bedford and carried unanimously. Action: Mrs Lewis to contact Andrew Jack to register for the event and organize equipment.
    3. Dog fouling on footpath 22 and into Avebury: it was noted the Clerk had logged the issue on the WC on-line system so that the dog warden could be instructed to do some patrolling. Mr Campbell said the problem extended to Avebury Trusloe and asked if a bin could be provided. Mrs Davies explained that WC had stopped providing extra bins for waste and dog excrement several years ago and any additional bins would have to be provided and emptied by the PC. Mr Davies reported that new dog fouling warning signs would be available from WC in the summer and members agreed to wait until then to decide on whether to use them.
    4. Parish Steward priority sheet: Mr Brotheridge reported the Parish Steward had attended Avebury on 24 January and completed most work and any requests for future work to be done should be sent to the Clerk. It was noted the Parish Steward was next scheduled to be in Avebury on 21 February.
    5. New replacement planter for the High Street: it was noted a planter had been damaged in the High Street during the first week of December. The Clerk said a new planter had been ordered from Erlestoke House Farm Shop and was now ready for collection. Action: Mrs Paradise to collect the planter in the next couple of weeks.
    6. Resurfacing of footpath 22 and AVE30/10 from NT car park to High Street: the Clerk reported she had received a response from Sustrans and they were unable to help with funding.
    7. Removal of graffiti on Beckhampton bus shelter and re-painting: the Clerk reported she had received a quotation from a supplier to re-paint the bus shelter for £547.00. In discussion Mr Brotheridge and Mrs Lewis volunteered to remove the graffiti and re-paint the walls. It was resolved that Mr Brotheridge and Mrs Lewis paint the bus shelter. Clerk to order the paint.
  15. Communications: there was nothing to report.
  16. Correspondence: the Chairman reported that the following information had been received:
    1. Sarsen Trail Sponsored Walk – Sunday 27 May 2018.
    2. Race to the Stones would be taking place on Saturday and Sunday 14 and 15 July and would finish at the Coopers Farm.
    3. Temporary road closure at Beckhampton (Part), to enable Thames Water to replace a stop tap on 12 February 2018 until 16 February 2018.
    4. Cherhill New Village Hall Project: comments invited on an application for a Community Right to Build Order by 16 February 2018. http://www.cherhillvillagehall.org/proposal
    5. CPRE Wiltshire & the Hills Group Best Kept Village Competition 2018. It was decided not to enter Avebury for the competition.
    6. Banijay Productions public art competition. It was decided not to take part in the competition due the art work needing to be of large proportions.
    7. Warm Home Discount Scheme: funded by participating energy suppliers and provides financial support to vulnerable consumers by offering a £140 discount. Please see: https://www.gov.uk/the-warm-home-discount-scheme/eligibility.
    8. Big Energy Saving Network: to find out how easy it is to switch your energy supplier contact Mary Hardwidge at Community First on T. 01380 732802.
  17. Finance and admin including:
    1. Amendment to HSBC standing order: an amendment to the existing standing order was signed by the Chairman and Dr Bedford for Clerk’s basic salary to be increased to £225.34 per month.
    2. Report by Clerk on General Data Protection Regulations (GDPR): the Clerk reported she had attended the NALC briefing on 25 January. In discussion it was noted the new GDPR would be coming into effect from 25 May 2018 and the PC as the Data Controller would need to set up its own privacy notices with prescribed information and appoint a DPO (Data Protection Officer). Action: Clerk to purchase privacy statement template, prepare draft privacy statement for next meeting and put together a list of non PC members and a note of where personal data was stored.
    3. Improvements to Parish Council web site: it was resolved to request Mrs Fry to implement the new features demonstrated at item 10. a-e and the PC would provide up to £300 for the work to be done. Proposed by Mr O’Connor, seconded by Mrs Paradise and carried unanimously.
    4. The approved minutes of Transport Group Committee meeting dated 30 November 2017 were received for the minute book (see appendix 4).
    5. Cheques for ratification: it was resolved that the following cheque be ratified:
      1. Thames Water Utilities Ltd: supply of water and wastewater services at the Pavilion 19 Oct 2017 – 14 January 2018                          £130.56
    6. Cheques for payment: it was resolved that the following cheques be paid:
      1. EHCIC: new planter for the High Street                                 £60.00
      2. Avebury Social Centre: rent for 19 Feb meeting and defibrillator training evening                                                                      £16.00
      3. Liz Moore: Clerk’s over time and expenses 22 Dec – 21 Jan 2018   £213.40                                                                                                  The resolutions contained in item 17. e-f. were proposed by Mr Brotheridge, seconded by Mr Stacey and carried unanimously.
  18. Date of next meeting: 7:30pm on Tuesday 6 March 2018
  19. The annual Village Meeting will be held from 7pm on Tuesday 24 April 2018
  20. Any other business: none declared.
  21. The meeting closed at 10pm.

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

  1. Green Street Template – revised version (not seen by the meeting but added subsequently).
  2. Response from DCMS dated 9 January 2018
  3. NT Avebury News – Winter/Spring 2018
  4. Approved minutes of 30 November 2017 Transport Group Committee meeting

 

6 March 2018 Ordinary Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 6 March 2018 at the Social Centre, Avebury SN8 1RF.

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

Liz Moore, Clerk to Avebury Parish Council, 28 February 2018

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 6 February 2018
  5. Matters arising from the minutes:
    1. Min ref. 5.a. Future use of High Street Car Park
    2. Min ref. 5.b. Detached railing on the Big Arch Bridge
    3. Min ref. 12. Coach House Toilets
  6. Planning applications
  7. Transport Group: report from Dr Bedford on Transport Group Committee meeting 19 February. Including:
    1. Plans for exhibition on 7 March
    2. Feedback from signage meeting on 21 February
    3. Feedback from CATG meeting 22 February on A4 project: cost of design work for Beckhampton will be £150 more and members to consider meeting the increase.
  8. ACSReC:
    1. Report on execution of Deed of Surrender, Sports Field Agreement (between APC and ASSC) and new Lease (between NT and ASSC).
    2. Banking arrangements
  9. Defibrillator for Avebury Trusloe: progress report
  10. Local Issues including:
    1. Great British Spring Clean
    2. Dog fouling on footpath 22 and into Avebury
    3. Parish Steward Priority Sheet and update on work completed for February
    4. New replacement planter for the High Street
    5. Re-instatement of cobbles in an area of pavement in the High Street by Thames Water
    6. Re-instatement of Play area fencing along main road perimeter
    7. Resurfacing of footpath 22 and AVE30/10 from NT car park to High Street
    8. Request for support for proposed new Stonehenge and Avebury WHS Trust application to Heritage Lottery fund for grant and matched funding
  11. Communications
  12. Correspondence
  13. Finance and admin including VAT rebate, Draft Data Protection Policy, to receive the approved minutes of Transport Group Committee meeting 16 January 2018, cheques for ratification and cheques for payment.
  14. Date of next meeting: 7:30pm on Tuesday 3 April 2018
  15. Any other business

6 February 2018 Ordinary Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on Tuesday 6 February 2018 at the Social Centre, Avebury SN8 1RF.

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

Liz Moore, Clerk to Avebury Parish Council, 31 January 2018

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 4 January 2018
  5. Matters arising from the minutes:
    1. Min ref. 5.d. Future use of High Street Car Park
    2. Min ref. 5. h. Detached railing on the Big Arch Bridge
  6. Planning applications:
    1. Application for Listed Building Consent at Beckhampton House Stables SN8 1QR for conversion of stables to office accommodation, within existing building plus new external door. Ref: 18/00171/LBC.
    2. Application for Full Planning Consent for mobile field shelter for equine use at Ashcroft, High Street, Avebury SN8 1RF. Ref: 18/00345/FUL.
  7. Transport Group: report from Dr Bedford on Transport Group Committee meeting 16 January. Including:
    1. Plans for exhibition and to agree a date
    2. Progress report on A4 project including residents’ funding and APC contributions
    3. To consider contributing £1,000 towards a project to replace footpath signage in the Parish.
    4. Usage survey of the Avenue
    5. Eroded verges on the Avenue and Green Street
    6. Next Transport Group meeting 7:30pm on 19 February
  8. A303 Expressway
  9. ACSReC:
    1. Report on execution of Deed of Surrender, Sports Field Agreement (between APC and ASSC) and new Lease (between NT and ASSC).
    2. Banking arrangements.
  10. Presentation on improvements to Parish Council Web Site by Kate Fry
  11. Avebury Trusloe Play Area refurbishment and costs
  12. Coach House toilets opening hours
  13. Defibrillator for Avebury Trusloe including update report by Mrs Lewis and to resolve that the Parish Council is satisfied having carried out further consultation that their original objection to removal of the BT ‘phone box in Avebury Trusloe is withdrawn and the Parish Council is therefore now requesting that Wiltshire Council agree to a request to adopt the phone box.
  14. Local Issues including:
    1. Avebury Day and to vote on supporting the event
    2. Great British Spring Clean and whether to support the WC initiative
    3. Dog fouling on footpath 22 and into Avebury
    4. Parish Steward Priority Sheet and update on work completed for January
    5. New replacement planter for the High Street
    6. Resurfacing of footpath 22 and AVE30/10 from NT car park to High Street
  15. Communications
  16. Correspondence
  17. Finance and admin including: to resolve to amend existing standing order for Clerk’s basic salary, report by Clerk on General Data Protection Regulations (GDPR), improvements to Parish Council web site and to resolve to accept Kate Fry’s quotation, to receive the approved minutes of Transport Group Committee meeting 30 November 2017, cheques for ratification and cheques for payment.
  18. Date of next meeting: 7:30pm on Tuesday 6 March 2018
  19. The annual Village meeting will be held from 7pm on Tuesday 24 April 2018
  20. Any other business

4 January 2018 Extraordinary Meeting : Minutes

Avebury Parish Council

Minutes of an extraordinary meeting of Avebury Parish Council held on Thursday 4 January 2018 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, AHA stands for Aster Housing Association, AONB for Area of Outstanding Natural Beauty, ASSC for Avebury Sports and Social Club, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, DCMS for Department Digital, Culture, Media and Sport, DfT for Department of Transport, EH for English Heritage, NT for the National Trust, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), from item 5.a. onwards Mrs Maggie Lewis (Vice-Chairman), Mr Jon Campbell, Mr Terence O’Connor, Mrs Lynzey Paradise, Mr Stephen Stacey and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:30

  1. Public question time: there were no members of the public present.
  2. Apologies: Mr Dave Brotheridge.
  3. Declarations of interest: Mr O’Connor declared an interest in respect of item 6.a. as the applicant of the planning application.
  4. Minutes of meeting together with confidential notes of item 22 held on 4 December 2017: Unanimously agreed as an accurate record. Proposed by Mr Stacey and seconded by Mrs Paradise.
  5. Matters arising from the minutes and confidential notes:
    1. Min ref. 7.a. Progress report on A4 traffic calming project. The Chairman reported CATG had met on 14 December and agreed to go ahead with the Beckhampton project and that Atkins would be instructed to do the design work. Dr Bedford said that £1,100 had been pledged of which £500 had already been collected from Beckhampton residents. It was noted that a quarter of the project cost for a design study was a lot of money to ask residents to fund.
    2. Min ref. 7.b. Possible transport exhibition. Mr Stacey stated the purpose of the exhibition was to focus and encourage interest in the various Transport Group projects, to gather further facts and views, to decide on priorities and then where to spend money. It was noted the exhibition was being planned for March. The Transport Group meeting planned for 16 January was an opportunity to gather more information and facts including peoples opinions and perceptions. Mr O’Connor asked whether the bus companies had been approached and it was noted that although buses should not be using the Avenue it was still being used as short cut despite the PC contacting the bus company in the past. Ms Service asked whether a usage survey of the Avenue had been carried out; it was noted that one had not been done recently and it was agreed that APC organise one to gather the facts.
    3. Min ref.  8.c. SSE Southern Electric contract. Dr Bedford to email SSE to inform them the PC was in the process of surrendering its lease of the Sports Field and therefore would prefer a rolling contract for the time being.
    4. Min ref. 11. Future use of High Street car park. Nothing to report as no further information had been received from the NT.
    5. Min ref. 12. Coach House toilets opening hours. It was noted Jane Davies (Wiltshire Councillor) was making a follow up enquiry of Wiltshire Council.
    6. Min ref. 14. Defibrillator for Avebury Trusloe. Mrs Lewis reported £550 had been committed for the project, being a £450 contribution from APC and a £100 donation from Mr Mick Moylan. Mrs Lewis said she had asked Michelle Lomas (Chairman, Avebury Community Shop) if the shop would be able to provide a donation and that she was waiting for a reply. It was noted AHA had been contacted but the Local Housing Officer had responded to say they were not able to part or fully fund the project. Mr O’Connor asked if APC had put in writing why it would like a defibrillator and made it clear that it was proposing a way of helping people who would potentially be at risk. In discussion it was noted the PC could write a second letter and send it higher up AHA but there were local residents in the meantime who had expressed an interest in providing a donation and therefore it was likely sufficient funding would be found. It was agreed to wait until the next PC meeting on 6 February and if necessary to consider how to meet the balance at that meeting.
    7. Min ref. 15.a. Shed break-in on Sports Field. Mrs Paradise reported Mr Bruce Hinder (AYFC) had asked whether the PC could reimburse him for the loss of his socket set. It was noted a new socket set would cost £52.99. It was resolved that subject to Mr Hinder putting his request in writing, the PC would reimburse him for a sum of £52.99 for a new socket set. Proposed by Mr Campbell, seconded by Mrs Lewis and carried unanimously. [Noted subsequently cheque to be paid to AYFC].
    8. Min ref. 15.b. Footpaths 22 and AVE30/10. The Chairman explained that there were two WC budgets, a capital budget and a revenue budget. He said that because the whole of footpath 22 needed relaying it had been put into the capital budget but it was now ninth in the queue for 2018/19 and it was unlikely that there would be funding for more than eight. It was noted Martin Cook (WC Highways) had suggested footpath 22 would become second in the queue for 2019/20. The Chairman reported that WC considered that footpath AVE30/10 only required repair work and therefore had been put into the revenue budget and that work was scheduled to be done in the next financial year. In discussion it was stressed that relaying footpath 22 was urgent, the footpath posed a real safety risk to the public and that it would not be sufficient to carry out remedial work. Martin Cook was well aware of the risks as he had inspected the path with both the Chairman and Mrs Jane Davies. It was noted the WC budget was clearly overstretched and members agreed the PC should find out whether Sustrans could offer financial assistance although the total amount for relaying the footpath was likely to be in the region of £20,000. It was also reported that a railing had become detached on the Big Arch Bridge along footpath 22 and posed a safety risk. Action: Clerk to work with Dr Bedford and contact Sustans to find out what funding might be available for footpath 22 and also to log the repair work to Big Arch Bridge on the WC on-line system.
  6. Planning applications: Mr Stacey expressed concern that the Parish seemed to be losing a lot trees and that the PC shouldn’t allow too many trees to be cut down without them being replaced. It was noted the majority of tree work was management of trees including crowning and pollarding although the WC application process did not require a full explanation or justification for felling a tree. It was agreed that if a planning application contained a tree or trees that were going to be felled then the PC ask for a reason for felling from the tree owner if a reason was not already stated on the application form. The Chairman noted that Mr O’Connor had previously declared an interest on item 6.a but invited him to comment on his application:
    1. Works to trees at Fosse House, High Street, Avebury. Ref: 17/11993/TCA. Mr O’Connor stated he had met with five tree surgeons in the past to take advice about managing the trees on his property and he had been advised that some trees should be felled because they were either too close together or too near a building. Plans were tabled and considered. It was noted T1 on the application form was to reduce a huge sycamore by 1-2 metres and raise its crown. T2 to fell a sycamore as it was growing through a wall and was very close to a barn. T3 to fell a Scots Pine as it was too close to the house and three times the recommended size for management. T4, T5, T6, trees that were growing too close together and Mr O’Connor said he would like to replace them with apple trees.
    2. Works to tree at the Henge Shop to fell a Willow tree. Ref: 18/00029/TCA. Plans were tabled and considered. It was noted the Willow was leaning in towards the Henge Shop and that the applicants were minded to replace it with a different species more appropriate for the site.
    3. Works to trees at Avebury Manor Garden. Ref: 17/12516/TCA. Plans were tabled and considered and a list of scheduled work to trees by the NT for the winter season was noted. It was resolved to support the planning applications listed in items 6.a – c. Proposed by Mr Campbell, seconded by Mrs Paradise and carried unanimously subject to Mr O’Connor abstaining from voting on item 6.a.
  7. Avebury Sports-field: Draft Agreement between ASSC and APC previously circulated to members (see appendix 1) and draft Deed of Surrender (see appendix 2) previously circulated to members.
    1. It was resolved that the Chairman and the Clerk sign the Agreement between ASSC and the Parish Council subject to the document being executed simultaneously with the executions of the Deed of Surrender and the new lease of the Sports-field between the NT and ASSC. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
    2. It was resolved to enter into and sign the Deed of Surrender of Avebury Sports Field in the form sent to APC on 4 December by the NT’s solicitors subject to:
      1.    The description of the Parish Council in the first section on the Parties being THE PARISH COUNCIL OF THE PARISH OF AVEBURY in the County of Wiltshire (Tenant).
       
      2.    The Deed of Surrender only being completed and coming into effect if Avebury Sports and Social Club simultaneously enters into:
      a.    a lease of the land from the National Trust
      b.    an Agreement with the Parish Council as in Appendix 1.
       
      3.    The Parish Council’s signatories to be the Clerk and the Chairman.
       
      4.    The spelling of the word ‘Marlborough’ to be corrected in the description of the Property under Interpretation.

      Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.

      It was noted the PC would need to remove the Pavilion from its insurance schedule once the transactions had been completed, check on its public liability premium and that a small refund of APC’s rent would be due for the remainder of APC’s term.

  8. A303 Expressway: the Chairman reported the letter of representation had been sent to government. It was noted that although DfT that was promoting the A303 scheme, it had passed the letter to DCMS, which was not sponsoring the scheme but had obligations to protect the WHS. It was agreed that the Chairman and the Clerk find out who had received the letter at DCMS.
  9. Avebury matters: to consider current issues and resolve to take action: not covered.
  10. Communications and correspondence: the Clerk tabled letters of thanks from the three charities: Bobby Van Trust, Help Counselling Services and Victim Support that had all received a donation of £50.00 from the PC. It was additionally noted that details of the Policing Precept 2018/19 consultation had been received by email and published on the PC web site and it was agreed that the letter should also be published on all notice boards for those without access to the internet.
  11. Finance and admin:
    1. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mrs Lewis, seconded by Mr Stacey and carried unanimously.
      1. WALC: General Data Protection Regulations (GDPR) briefing by Meera Tharmarajah, Head of Legal Services at National Association of Local Councils on Thursday 25th January 2018  (including VAT)     £42.00
      2. Avebury Social Centre: extra bookings during the year for rent of the Social Centre on 4, 16 January, 24 April 2018                          £24.00
      3. Kate Fry: web site hosting to April 2017 and additional work agreed by the PC but not previously invoiced for noticeboard page and email sign-up service                                                                          £144.66
      4. Mr P.J.Mills: rabbit and mole control on Sports Field 1 Nov – 1 Feb 2018                                                                                           £85.00
      5. Liz Moore: Clerk’s overtime and expenses 22 Nov – 21 Dec 2017                                                                                           £235.20
  12. Date of next meeting: Tuesday 6 February 2018
  13. Any other business: none declared.
  14. The meeting closed at 9:05pm

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

  1. Draft agreement between ASSC and APC – third draft
  2. Draft Deed of Surrender

 

 

4 January 2018 Extraordinary Meeting : Agenda

Avebury Parish Council

An extraordinary meeting of Avebury Parish Council will be held at 7:30pm on Thursday 4 January 2018 at the Social Centre, Avebury SN8 1RF.

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

Andrew Williamson, Chairman, Avebury Parish Council

29 December 2017.

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting together with confidential notes of item 22 held on 4 December 2017
  5. Matters arising from the minutes and confidential notes
  6. Planning applications including:
    1. Works to trees at Fosse House, High Street, Avebury ref: 17/11993/TCA
  7. Avebury Sports-field
    1. To resolve that the Chairman and Clerk sign an Agreement between Avebury Sports and Social Club and the Parish Council.
    2. To resolve that the Chairman and Clerk sign a Deed of Surrender between the National Trust and the Parish Council
  8. A303 Expressway: representation to government.
  9. Avebury matters: to consider current issues and resolve to take action.
  10. Communications and correspondence.
  11. Finance and admin including cheques for payment.
  12. Date of next meeting: Tuesday 6 February 2018
  13. Any other business

 

4 December 2017 Ordinary Council Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Monday 4 December 2017 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACSReC for Avebury Community Sports and Recreation Committee, AONB for Area of Outstanding Natural Beauty, ASSC for Avebury Sports and Social Club, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, CPRE for Campaign to Protect Rural England, DCMS for Department Digital, Culture, Media and Sport, EH for English Heritage, FWO for Fyfield and West Overton, NT for the National Trust, OUV for Outstanding Universal Value, UNESCO for United Nations Educational, Scientific and Cultural Organization, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Dave Brotheridge, Mr Jon Campbell, up to and including item 13 Mr Terence O’Connor, Mrs Lynzey Paradise and Mr Stephen Stacey.

In attendance: Miss Liz Moore (Clerk) and from items 3 to 13 inclusive Wiltshire Councillor Jane Davies.

Time started: 19:32

  1. Public question time: there were no members of the public present.
  2. Apologies: Dr Mike Bedford (Vice-Chairman).
  3. Declarations of interest: Mrs Paradise declared an interest in respect of item 6.c. and said she had applied for full planning on behalf of the applicant.
  4. Minutes of meeting held on 7 November 2017: Unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Campbell.
  5. Matters arising from the minutes:
    1. Min ref. 5.a-b Invitation to NT to APC meetings and future uses of High Street car park: the Clerk read out a response received from Jan Tomlin (NT General Manager, Wiltshire Landscape) on 14 November, ‘We’re content in principle with the APC’s proposals and will let you know if we wish to request an agenda item at a future meeting.  And, as included in the most recent NT update, we are reviewing feedback and hope to share plans for the car park by the end of the year’.
    2. Min ref. 14e. Grass encroaching footpath AVEB27 from South Street: the Clerk reported WC had advised the area was not maintained highway as it was a right of way and that in order for the Parish Steward to complete the discretionary work it would need to be added onto the Parish Steward spreadsheet and sent into Northern Highways for completion. Mr Brotheridge to action as APC’s assigned co-ordinator for discretionary works.
    3. Min ref. 14f: Caravan on Nursery Site: it was reported the private land owner, Centurion, was starting legal proceedings to evict the trespasser/s who had set up an illegal encampment on their land.
    4. Min ref. 16e: bushes encroaching on west side of The Avenue: it was noted Hilary Makins (NT Countryside Manager) had advised that the NT usually cut hedges around the estate in January / February. Action: NT to liaise with the PC in the spring to address the issue.
    5. Min ref. 18f: Town and Parish Councils Training and Networking Day: Mr Stacey reported the WC run event had been useful and a very good networking opportunity. It had been very well attended and as a result WC had been requested to run similar sessions at least twice a year.
    6. Min ref. 21a: members noted work to electricity lines along Bray Street had been completed by Active Open Reach on behalf of SSE.
  6. Planning applications:
    1. Application for work to trees in a conversation area. Proposal: 10 Beech Trees – crown raise and clear around overhead cables by up to 2m at Avebury Sports Ground, SN8 1RD. Ref: 17/10975/TCA. The plans were considered and it was resolved to support the application.

    2. Planning application for Listed Building Consent to carry out internal alternations to two rooms within Avebury Manor at Avebury Manor, High Street, Avebury SN8 1RF. Ref: 17/10679/LBC. The plans were considered and it was resolved to support the application.

    3. Full planning application for change of use from Agricultural to Equestrian
      at: Ashcroft, High Street, Avebury, SN8 1RF. Ref: 17/10917/FUL. The plans were considered and it was resolved to support the application.
       
      It was resolved to support the resolutions contained in items 6. a – c. Proposed by Mrs Lewis, seconded by Mr Brotheridge and carried unanimously subject to Mrs Paradise abstaining from voting on item 6.c.
  7. Transport Group: (draft minutes of 30 November meeting had been previously circulated to members and see appendix 1).
    1. Progress report on A4 traffic calming project: the Chairman reported that following the Transport Group Committee’s meeting on 30 November the Committee had recommended setting up a local exhibition in the New Year as an information exchange to include the six or seven different traffic projects. The Chairman invited Jane Davies (Wiltshire Councillor) to the table. Plans / drawings by Atkins were tabled showing possible works to the A4 carriageway at West Kennett (see appendix 2). The Chairman reported Aktins had looked at narrowing the highway to 7.3 metres but there were two problems: (i) narrowing the highway left a narrow verge / footpath on the south side of the A4 nearest to East Kennett and would be sub-standard for a shared use path and (ii) due to the left hand curve of the A4, drivers from Marlborough wouldn’t have time to see cars backing up to turn right into the Avenue; statistics given by Atkins were that drivers should be expected to see 215 metres when travelling at locally recorded average speeds of 55-57 mph. Therefore taking out the refuge ghost island for making a right turn into the Avenue significantly reduced safety, and improving the footpaths would not have any impact in terms of traffic calming.
    2. Possible exhibition: Mr Stacey said setting up a display for the community in quarter one of 2018 would help the PC to prioritise projects. In discussion the following points emerged: the PC should:
      1. bear in mind the effect of plans for the future particularly as tourism was likely to increase and therefore it would be worthwhile keeping footpaths safe.
      2. ensure NT views are gathered and the exhibition is open to all stakeholders.
      3. look at putting money into projects that would have a positive impact for more residents such as parking in Avebury Trusloe.

      A question was asked as to what analysis had been done on who used the A4 footpaths along the A4 at West Kennett and it was noted there were 13 households who might need to use them. Mrs Davies asked if there were any design plans for Beckhampton and the Chairman reported that although the aim was to take both schemes forward, no plans had been drawn up for Beckhampton yet as the focus was on West Kennett to see if the scheme there would be practicable. Mrs Davies said the PC might be able to get support from other parishes such as FWO Parish Council who were also working on traffic calming along other stretches of the A4. It was noted that although Avebury was in a WHS it did not have access to other funding sources despite its WHS status. Following the above discussions Mr Campbell was invited by members to join the Transport Group Committee and he duly accepted.

    3. Residents’ funding and APC contributions: the Chairman reported that about £2,000 had been committed so far by WC for design work and investigations at West Kennett for the A4 project. It was agreed resident funding be discussed at the next PC meeting as Beckhampton had yet to reach its target contribution.
    4. Beckhampton racehorse crossing and Beckhampton /  Windmill Hill track: members were grateful for a letter of thanks that had been received from Mr and Mrs Charlton (racehorse trainers) for the PC’s help in improving the horse crossing point on the A4 but noted that resurfacing works were needed for the track to Windmill Hill.
  8. ACSReC: the Chairman reported:
    1. To consider requested changes to draft Sports Field Agreement between ASSC and APC: further to ASSC meeting on 21 November the following change had been requested by Dominic Fry (Chairman ACC) that the PC ‘…. look again (specifically) at the wording which commits us to ensuring that the field is available to any parishioner, on any day of the year – which potentially cuts across the bookings system currently in place, under which we allow parishioners to book the field to the partial exclusion of other parishioners…’ Members discussed several options and it was agreed Mrs Paradise call an ACSReC meeting with ASSC.
    2. Surrender of lease and Deed of Surrender: a Deed of Surrender had been received from the NT’s solicitors that day and circulated to members. It was noted not everyone had managed to view the document. Sara Spratt had reviewed the document and sent an email to the PC with her observations. It was agreed Mr Stacey would work with Mrs Spratt to draft a reply to the NT’s solicitors.
    3. SSE Southern Electric contract: members noted the current contract ended on 31 January 2018 and it was agreed to leave the current arrangement in place. No further action.
  9. Avebury Trusloe Play Area refurbishment: Mr Campbell reported that he had inspected the swing unit and there was no visual or immediate risk of rot in any of the timber; the fencing was worse for wear and one of the PC’s signs was hanging off the fence. In discussion it was felt the cost of installing more robust fencing was cost prohibitive and it was agreed that the Clerk and Mr Campbell obtain quotes for replacing the chain link fencing next to the road. In further discussion it was agreed that it would be better to use a weedkiller to treat the algae on the artificial surface material under the play units because jet hosing as recommended by PlaySafety might damage the sand and mesh surface material. It was agreed Chairman and Mr Campbell to action algae removal.
  10. A303 Expressway: (A303 draft letter dated 3 December 2017 previously circulated to members and see appendix 3). Members noted that the letter of representation to government was consistent with the PC’s previous communications. It was agreed to include the additional wording at the start of the second paragraph: ‘Avebury is in the northern half of the Stonehenge and Avebury World Heritage Site (WHS) and…’ that and the letter to be sent to Chris Grayling MP (Secretary of State for Transport) and copied to UNESCO and others as per the draft letter.
  11. Future use of High Street car park: it was noted the NT intended to share its plans for the High Street car park before the end of the year.
  12. Coach House toilets opening hours: the Chairman reported James Sheppard (Vice-Chairman, WC) had emailed to ask whether the PC had considered applying for  EU LEADER funding. The Chairman said the process of applying was very lengthy and that the funding was mainly for capital works. In discussion significant concern was expressed about the need for improved opening hours for the next tourist season. It was agreed that APC request Jane Davies make a follow up enquiry with WC.
  13. Update on communications between the Parish Council and the National Trust: there was nothing to report.
  14. Defibrillator for Avebury Trusloe: work in progress on obtaining refurbishment costs and it was noted supplies could be obtained from www.x2connect.com. In discussion it was noted the electricity supply was situated under the ‘phone box and therefore carrying out work to the foundations would be difficult. It was felt it would be better to leave the ‘phone box leaning as it did not appear to pose a safety risk. Mrs Paradise offered to contact AHA to ask if they would be willing to provide a donation towards the project. It was resolved to purchase a second defibrillator for £1,000 for Avebury Trusloe. Proposed by Mrs Paradise, seconded by Mrs Lewis and carried unanimously.
  15. Local Issues:
    1. Shed break-in on Sports Field: members noted the shed on the Sports Field had been broken into between 12-15 November. Mrs Paradise reported a bag of footballs and socket sets had been stolen.
    2. Resurfacing of footpath 22 and AVE30/10 from NT car park to High Street: the Clerk reported Martin Cook had emailed to advise the work was on the agenda for the next meeting of the Community Area Transport Group of the MAB in December and that other members of parish councils and Wiltshire councillors would decide which footways would get the allocation of the funding [in his area of the northern third of Wiltshire]. Action: Chairman to attend the next CATG meeting on 14 December 2017.
    3. Report on ASSF meeting 15 November: it was noted from the minutes that the NT had given a security firm a key to the Coach House toilets for the camping period over Solstice.
  16. Parish Council budget and precept for 2018/19: (see appendix 4, second draft estimated budget for precept and note on reserve fund). In discussion members noted the budget had been updated to include £1,500 for a Community Fund for community projects and £1,000 of MAB funding for the Coach House toilets had been earmarked in the Reserves. Members decided to keep the precept the same as the previous year because there was sufficient money in the reserves for additional projects. It was unanimously resolved that the precept for 2018/19 be set at a total sum of £12,100.00. Proposed by Mr Stacey and seconded by Mrs Lewis. Action: Clerk to send the signed form to WC Finance Team.
  17. Communications: members noted November 2017 Headlines had been published in UKN and on notice boards.
  18. Correspondence: the Chairman reported he had received a letter from Paul Ryder-Morris to inform members that he would be interested in re-joining the PC. The Chairman said he had responded to advise him that although there was no vacancy at present, he would be welcome to apply when a vacancy arose.
  19. Finance and admin including:
    1. Confidential item: Clerk’s appraisal: members agreed to defer discussion until later in the meeting.
    2. Half year internal audit: the Clerk reported the internal audit had been carried out successfully on 13 October 2017.
    3. External audit: the Clerk reported that from next year the PC would still receive an Annual Return but changes in the law meant it would be exempt from external audit. The annual return would need to go onto APC’s website in line with the Transparency Code.
    4. Improvements to Parish Council web site: Costings had yet to be received due to time constraints. Mrs Paradise said she had met with Kate Fry and had explored various options as well as setting up the Village Calendar and giving different community groups access to the PC’s web site to update the calendar. Mrs Paradise requested that members in the meantime send in a photograph of themselves for the contact page. It was agreed to ask Kate Fry to provide a presentation to the PC in the New Year on the proposed changes to the web site.
    5. Review of Financial Regulations, Standing Orders and TOR of Committees: Mr Stacey reported work on an improved ordering process had been completed. Item deferred to next meeting.
    6. Review of Risk Register: (previously circulated to members and see appendix 5). The register had been updated as per APC’s insurance schedule 2017-2018. Members reviewed the current risks and agreed that no other changes were required. It was resolved to receive and adopt the updated Risk Register. Proposed by Mrs Lewis, seconded by Mr Campbell and carried unanimously.
    7. The approved minutes of Transport Group Committee meeting dated 5 June 2017 were received for the minute book (see appendix 6).
    8. Cheques for payment: it was resolved that the following cheques be paid. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
      1. Jamie Guy: half year internal audit carried out on 13 Nov 2017   £75.00
      2. Avebury Social Centre: block booking of 10 meetings for 2018   £80.00
      3. Upper Kennet News: annual contribution                                   £100.00
      4. SSE: electricity supply for Pavilion 26 Aug – 21 Nov 2017           £80.45
      5. Counselling Services: APC donation to charity                            £50.00
      6. Bobby Van: APC donation to charity                                            £50.00
      7. Victim Support: APC donation to charity                                      £50.00
      8. Avebury Social Centre: rent for P.C. meetings                             £20.00
      9. Liz Moore: Clerk’s overtime and expenses 22 Oct – 21 Nov 2017                                                                                            £225.95
  20. Date of next meeting: Tuesday 6 February 2018.
  21. Any other business: members requested that the Clerk book the Social Centre for the annual Village meeting in April 2018 and the suggested dates were: 24, 25 or 26 April.
  22. Clerk’s appraisal: members reviewed the Clerk’s appraisal and agreed her performance had been good.  Members took the decisions set out in a confidential note to these minutes.
  23. The meeting closed at 9:45pm.

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

  1. Draft minutes of 30 November Transport Group Committee meeting
  2. Atkins’ plans and design work for the A4 at West Kennett
  3. A303 draft letter dated 3 December 2017
  4. Second Draft Budget for Precept and note on reserve fund
  5. Register of Financial Risks dated 28 November 2017
  6. Approved minutes of 5 June 2017 Transport Group Committee meeting