6 June 2017 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 6 June 2017 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO for Fyfield and West Overton Parish Council, MAB for Marlborough Area Board, NT for the National Trust, SORN for Statutory Off Road Notification, SSE for Scottish and Southern Electric, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:30

  1. Public question time: there was one member of the public present for part of the meeting who raised the following points: (a) there was an increase in vehicles parking in the WHS and as a result verges were being eroded and there were safety issues especially along West Kennett Avenue (b) people parking in the NT village car park appeared to be using NT permits that had been photocopied (c) there was a SORN vehicle parked in the NT village car park. Mrs Paradise reported she had received a number of complaints about campervans parking in the village car park and Mr Campbell said he had spoken to a campervan owner about the parking rules and had not been well received. The Chairman said that parking would be covered later on in the agenda under the Transport Group item and expressed thanks for the concerns that had been raised.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford, Mr Dave Brotheridge, Mr Jon Campbell, Mrs Lynzey Paradise, Mr Stephen Stacey and Ms Zandria Service (from part-way through item 10). In attendance: Miss Liz Moore (Clerk), and up to item 12. Wiltshire Councillor Mrs Jane Davies and Councillor James Sheppard (Vice-Chairman WC).
  3. Apologies: Councillors Mrs Maggie Lewis (Vice-Chairman) and Mr Terence O’Connor.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 18 May 2017: subject to changing Mrs to Mr Stacey at item 5, the minutes were unanimously agreed as an accurate record. Proposed by Mr Campbell and seconded by Mr Stacey. The confidential meeting minutes under item 8. National Trust update / dialogue / progress and item 9. Improving opening hours of Coach House toilets were accepted as an accurate record. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
  6. Matters arising from the minutes:
      1. Item 14: Strimming of verges in Frog Lane and footpaths in Avebury Trusloe: the Clerk reported the work had been ordered via the WC on-line reporting tool.
      2. Item 14: Tree branches overhanging SSE power cables in Avebury Trusloe: the Clerk reported the work had been ordered via SSE Emergency response team..
  7. National Trust update, dialogue and progress: APC noted the following NT update had been sent to the Clerk that afternoon and then circulated to members by email:

    Programming activities in June                                                                          After a busy half term, June is a relatively quiet month in terms of our programming activities. We have an “Ancient Avebury Landscape Walk” coming up as well as our popular early morning yoga sessions in the Manor Garden. It would be lovely to welcome some members of the local community to these special events.  For more details see https://www.nationaltrust.org.uk/avebury     A big thank you to the Kennet Valley National Trust Association              We’ve received a very generous donation from the Kennet Valley National Trust Association towards providing site information in alternative languages and braille. This will build on our current set of foreign languages leaflets and help us to engage even better with visitors from all around the world and with visually impaired visitors, ensuring that everybody can fully enjoy and appreciate Avebury. A heartfelt thank you for the donation which is really appreciated.                Second-hand bookshop in our Old Stables building                                  Having received planning permission in February for the change of use of the Old Stables building next to our High Street car park, we are currently clearing out the building before undertaking basic renovation of the inside to get it fit for a second-hand bookshop. This is a volunteer-led initiative and our volunteers are really enthusiastic about the opportunity to run a simple outlet to help raise vital funds for conservation.  All the money raised will be put back into our work at Avebury, both by improving the building further, and by helping to care for the Stone Circle and Henge.                                                                                                        Emma’s Country Fair Catering                                                                          We have completed our trial with Emma’s Country Fair Catering that operated from our main visitor car park between April and May. The offer has generated lots of very positive comments from our visitors.  Thank you to the APC for providing their feedback.  In our upcoming village newsletter we will be inviting the wider community to provide feedback so we can take all points of view into consideration when assessing the potential future feasibility of the offer.          Potential Lease to the APC to open Coach House toilets out-of-hours         We hope to continue to work towards an agreement to fulfil the APC’s wish to operate public toilets out-of-hours in the Coach House.  The time that Stephen Stacey has given to assist with this is much appreciated and we hope to be able to meet again later this month to discuss options further.                             Summer Solstice                                                                                          Working closely with Wiltshire Police, Wiltshire Council , Avebury Parish Council, St John Ambulance and local Pagan representatives the arrangements for managing additional visitors during Summer Solstice have been agreed, and the Countryside team will shortly be distributing the Solstice newsletter to ensure everyone is fully informed.  Additional infrastructure, timings and staffing are all similar to previous years and as Solstice falls mid-week we do not envisage huge numbers this year.  Additional staff and volunteers from across the National Trust join both the Avebury and Stonehenge Landscape property teams to provide extra help – including patrols throughout the night – to help us deliver support during this busy time.  If anyone has any concerns or questions please call the Countryside office on 539920.                                                                                Pop-up Exhibition in Avebury Manor                                                               The popular and fascinating free pop-up exhibition ‘Away from Avebury’ has returned to the Servants’ Hall at Avebury Manor.  Visitors will be invited to delve into the adventures of some of Avebury’s past residents to discover where they journeyed to.  The exhibition runs until Sunday, 19th November, during normal Manor opening times.  And do please remember that local Parish residents can gain free access to the Manor.

    The Chairman adjourned the item to later on in the meeting. Please see item 11.

  8. Improving opening hours of Coach House toilets: Mr Stacey reported the MAB grant of £1,000 had been extended for another 6 months whilst APC continued dialogue with the NT. He reminded APC that his last meeting with Ms Catherine Hosie had been to explore what a two-year lease might look like. Mr Stacey explained that the issue was what would happen at the end of the two-year lease; what would be APC’s liability and the consequences if the additional toilet provision had to be closed down at the end of the two-year trial. He added there was also the question as to what sustainable funding was available and whether APC was indeed the correct body to take the project forward because it would effectively be funding toilets for a nationwide charity / business. The Chairman invited the member of the public present to speak, who asked whether the project would affect the precept. The Chairman stated that APC’s only precept payers were residents, and that APC did not have access to business rates. APC members noted that if APC used the precept then the cost of funding the toilets would fall on local residents and not on organisations paying business rates. Mr Stacey added that APC would be very much taking the issue into consideration. The Chairman adjourned further discussion to later in the meeting. please see item 11.
  9. Planning: the Clerk reported no planning applications had been received from WC. The Chairman stated that the application for a mobile phone mast behind The Bell PH had been turned down by WC Planners and that the ‘phone company might look for an alternative location for the mast.
  10. Transport Group: Dr Bedford reported the Transport Group had met the night before. He provided the following update:
      1. WHS Atkins: he had spoken to Steve Hind (WC Highways) on 1 June and had been advised that Atkins had identified a number of issues with the West Kennett part of the A4 project and that Atkins had been asked to identify what those issues might be. Dr Bedford would receive a further update from Steve Hind in two weeks.
      2. Double yellow lines and speeding in Trusloe: the Transport Group had agreed to put together a survey to canvass opinion. Casual Parking on the Nursery Site: the Transport Group would be investigating short-term solutions to potentially help with the parking. Dr Bedford reported that rubber matting cost approximately £40 per square metre to buy and the total cost for materials might be £1,500 with installation costs of £5-6k. In discussion it was noted the idea might be a non-starter due to cost and also because permission would need to be sought from Centurion. Mr Campbell asked if there were any alternatives to matting. Dr Bedford said that scalpings and gravel could be used but that meant digging the site. Ms Service said the track [from byway CHER18/10] to Yatesbury had been resurfaced using scalpings and that APC might be able to source left-over material from WC. Mrs Jane Davies however reported Martin Cook (WC Highways) had recently advised her it was now hard to get hold of them.
      3. Signage of footpaths: members noted the cost for new signage could be up to approximately £15,000.
      4. Results of Cyclothon: the three-day cyclothon had raised £568.92 for the Transport Group. Moya Brannan had cycled the equivalent of 297.98 miles and that the total distance covered with co-cyclists had been 400 miles. The Transport Group was thinking about planning other fundraising events for later on in the year. Members expressed many thanks and great admiration for her commitment, energy and vision.  Action: a thank you card to be sent to Moya Brannan.
      5. Possible closure of the Avenue: Members recalled the need to base any discussion on evidence. Mr Stacey and Dr Bedford were putting together a table of pros and cons for a Stage One discussion in the Parish.
  11. The Chairman invited the member of the public present to speak. He said that he was concerned about (i) the NT village car park filling up with tour operator buses (ii) speeding in Avebury and he felt the extension of the 30 mph limit on the Swindon Road was not working well (iii) too many light aircraft and drones in the skies over Avebury and also drones flying over the monuments. The Chairman thanked him and said that his concerns would be addressed by APC who also acknowledged the issues. Thanks were expressed by the member of the public who then left the meeting.  The Chairman stated that in view of the confidential nature of the business that was about to be transacted on the NT update, dialogue and progress and the Coach House toilets, it was advisable in the public interest that the public and press be temporarily excluded. The proceedings that followed were recorded in a confidential note.
  12. Housing Needs Survey: (WC report and survey results previously circulated to members). The Chairman asked if members had any observations, and the following points emerged:
      1. the report stated that 273 survey forms had been supplied but there were in fact only about 235 households in the Parish. The percentage return rate was therefore incorrectly recorded at 29.7% and should be 34.5%. The percentage of social homes in the Parish should also be amended from 17.4% to 20% for the same reason.
      2. Four households needed affordable housing but there were also two households on the WC waiting list. Therefore at least six households needed housing. Employers such as Beckhampton Stables also required affordable housing.
      3. Completion of the Housing Needs Survey meant WC could now release Community Infrastructure Levy funding to the community should new homes be built in future. It was noted that CIL was paid by developers. Action: the Chairman as the designated WC contact along with Mr Campbell to write to WC to report on points a-b as above.
  13. Defibrillators for Avebury and Trusloe: in the absence of Mrs Lewis, the Chairman said he was pleased to report that the new defibrillator had been installed on the outside wall of the Social Centre and that training had been arranged for the 26 June at 7pm. He further advised that if some Avebury Trusloe residents attended the SW Ambulance Trust awareness training then the Ambulance Trust would provide a second defibrillator for Trusloe at a reduced price of £1,000. In discussion members felt a further defibrillator might also be needed for Bray Street as the defibrillators had to be within 200 yards of the person requiring assistance. It was noted that offers of funding a defibrillator had also been received from residents in Bray Street. On the question of location, it was noted Mrs Lewis had emailed BT to enquire about using the public ‘phone box outside Trusloe Cottages to house the defibrillator and members also considered the possibility of using a more prominent location such as the side of a barn wall. The Parish Council unanimously agreed that a second defibrillator for Avebury Trusloe would be valuable. Many thanks were expressed to Mrs Lewis for driving the project forward.
  14. ACSReC: Mrs Paradise gave the following report from the Committee’s meeting on 31 May:
      1. A generous offer of funding had been pledged so that cleaning services could continue to be carried out at the Pavilion.
      2. An on-site meeting had taken place to consider alternative locations for the Sports Field noticeboard. The suggestion was to have the notice board erected on the edge of the footpath running next to the North Eastern corner boundary of the Sports Field as that meant there would be enough room for people passing to stop at the noticeboard without blocking the path and it was also noted views of the Henge would not be blocked either. In discussion the following points emerged: (i) the noticeboard should be as close to the fence as possible (ii) placed in a lower position so as not to dominate the landscape (iii) archaeological consent would be needed (iv) important to involve Sarah Simmonds (WHS Officer) as soon as possible. Action: Mrs Paradise to email Ms Catherine Hosie with ACSReC’s proposal.
      3. Sports Field Lease and Repairs to Pavilion: The Chairman stated that in view of the confidential nature of the business that was about to be transacted, it was advisable in the public interest that the public and press be temporarily excluded. Proceedings about the renewal of the sportsfield lease and repairs to the pavilion were recorded in a confidential note.
  15. Local issues: the Chairman reported:
      1. Summer Solstice arrangements would be the same as last year and he would be sending out detailed information to residents. Mr Campbell expressed concern about people using the Nursery Site for parking. The Chairman said any intelligence should be passed to the Police and he offered to email Inspector Mawson with information.
      2. Play Area fencing: Mr Campbell reported the wire fencing had been damaged on two sides nearest the entrance and that Mr Robin Butler was going to take a look at the damage and report back to APC. Mr Campbell offered to do some research into different types of fencing.
      3. Visitor parking in the High Street and Green Street: the Chairman explained that residents normally parked about 20 cars in the High Street . This left about 17 more parking spaces that filled up quite quickly at busy periods when the High Street did become congested. It was agreed APC write to the Circle Nursery, the Henge Shop and the Community Shop to ask them to encourage their customers to use the NT village car park.
      4. Footpath 22: the Chairman tabled WC’s response to Mr John Cronk’s letter of 2 years ago. It was noted WC had originally included footpath 22 in their repairs schedule for 2016/17 but no work had been carried out to date. It was agreed Dr Bedford email WC’s letter to Mrs Jane Davies (Wiltshire Councillor) for further action.
  16. Communications: the Chairman reported the Headlines from 2 May and 18 May APC meetings had been published in UKN.
  17. Correspondence: the Clerk reported:
      1. Letter from Seafarers UK: request for APC to commemorate Merchant Navy Day on 3 September by flying the Red Ensign. It was noted APC did not have anywhere to fly the flag other than the Pavilion building and Avebury was a long way from the sea. No further action.
      2. Email from WC offering to paint yellow lines in the Parish. Mr Stacey stated it would be useful to have the yellow lines re-instated in Green Street. Action: passed to Transport Group and the Clerk to contact Mr Malton at WC to verify the process.
  18. Finance and admin:
      1. To appoint Dr Bedford to roles within the Parish Council: it was resolved to appoint Dr Bedford as Vice-chairman of APC, member and Vice-Chairman of Planning Standing Committee, member and Chairman of Transport Group, member and Treasurer of ACSReC, and as a Footpaths Councillor. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
      2. Independent internal audit: the Clerk reported the internal year end audit had taken place satisfactorily on 25 May 2017 and a clean internal audit report had been given.
      3. Members to approve the Annual Governance Statement (Section 1) of the Annual Return. The annual governance statement was tabled and it was resolved to approve the document. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
      4. Members to approve the Accounting Statements (Section 2) of the Annual Return. The accounting statements were tabled and it was resolved to approve the document. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
      5. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mr Campbell, seconded by Mrs Paradise and carried unanimously. Cheques were signed by the Chairman and Dr Bedford.
        1. Community First: Parish Council Insurance year 1 of 3 year LTA                                                                                 £745.06
        2. SSE Southern Electric: 25 Feb – 26 May 2017 (inclu VAT) £76.02
        3. Jamie Guy: Internal Audit for the full year 2016/2017 accounts                                                                            £75.00
        4. Liz Moore: Clerk’s overtime and expenses: 22 April – 21 May 2017                                                                                   £386.85
  19. Date of next meeting: 7:30pm on Tuesday 4th July 2017 at the Social Centre.    Mr Brotheridge gave his apologies.
  20. Any other business:
      1. Members were saddened to note that the funeral of Mr John Cronk had taken place on 5 June 2017. Mr Cronk had been a long serving member of the Parish Council, and had been Chairman for many years. It was agreed Mr Williamson write a letter to Betty Cronk to express the Parish Council’s sympathy and condolences.
      2. Mr Stacey (Footpath Councillor) reported a member of the public had emailed to report several damaged stiles on the White Horse Trail footpath. He added that he had visited the site and verified the stiles were in need of repair. Action: Mr Stacey to contact the landowners (Mr and Mrs Cooper) to inform them.
      3. Mrs Paradise reported Kennet Community Transport Bus would be using the Sports Field over several days in the summer holidays to raise funds for its cause and had also agreed to donate some of the money raised to ACSReC. It was noted that she had already informed the NT. She also reported that an ACC event, including pizza being served on the Sports Field, would be taking place on the 18 June.
  21. The meeting closed at 10:19pm

18 May 2017 Ordinary Council Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Thursday 18 May 2017 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO for Fyfield and West Overton Parish Council, MAB for Marlborough Area Board, NT for the National Trust, SSE for Scottish and Southern Electric, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:16

  1. Public question time: there were no members of the public present.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Dave Brotheridge (left the meeting part way through item 9), Mr Jon Campbell, Mr Terence O’Connor (from part way through item 9), Mrs Lynzey Paradise, Mr Stephen Stacey and Ms Zandria Service. In attendance: Miss Liz Moore (Clerk).
  3. Apologies: Wiltshire Councillor Jane Davies.
  4. Declarations of interest: Mrs Paradise declared she was married to a member of the Avebury and District Club’s Committee that had put in a planning application for work to trees (see item 10.c). Declarations of interest were also received later under item 10.b. from Mr Williamson who said he was also Chairman of the Avebury WHS Steering Group.
  5. Minutes of meeting held on 2 May 2017: Unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Stacey. The confidential meeting minutes under item 6 on NT relations and item 13 on ACSReC lease were accepted as an accurate record. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously.
  6. Matters arising from the minutes:
    1. Item 10.a. Emma’s Country Kitchen: the Clerk read out Mrs Jan Tomlin’s (General Manager, Wiltshire Landscape) email response that declined a meeting with APC on the basis of client confidentiality. In discussion members asked why the NT had not given APC a prior ‘heads up’ of their plans and it was noted that a meeting need not be confidential. It was agreed that the Clerk respond to Mrs Tomlin to state there may have been a misunderstanding as members were not necessarily requesting a meeting with the NT’s client, simply a meeting with the NT to put forward the community’s views.
    2. Item 10.b. driving at 30 mph: the Chairman said the request for residents to drive at 30 mph or less in the 30mph limit area would be going into UKN. The aim was to change driver behaviour of others to keep within the speed limit.
    3. Item 10.c: the Chairman reported he had spoken to Martin Cook of WC highways about parking restrictions in the High Street. The current planters’ scheme was the only option short of a full residents’ parking scheme.
    4. Item 14.d: Replacement planter: thanks were expressed to the Paradise family for collecting and replanting the planter in the High Street.
  7. Membership: Members discussed co-option to the remaining seat on the Parish Council and it was agreed by all that Dr Mike Bedford be invited to re-join. It was proposed by the Chairman and seconded by Ms Service to co-opt Dr Bedford to the Parish Council. Carried unanimously.
  8. National Trust update, dialogue and progress: The Chairman stated that in view of the confidential nature of the business that was about to be transacted in this item and the next on the Coach House toilets it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in a confidential minute up to and including item 9.
  9. Improving opening hours of Coach House toilets including:
    1. trial period and lease agreement
    2. extending MAB grant period
  10. Planning:
    1. NT request for informal advice on new gates at the Manor: the Chairman tabled the documentation provided by Ms Catherine Hosie (NT Estates Manager) and additionally reported he had emailed Ms Hosie to clarify two points. Mrs Paradise read out the covering letter sent by the NT to APC. In discussion members noted the plan included replacement of six solid wood gates to be installed in the Manor Garden and it was agreed everyone was happy with the NT’s proposal. Action: APC to write to Ms Hosie to confirm there were no questions from the Parish Council.
    2. Mobile phone mast in WHS behind The Bell PH. Ref 17/03498/PNTEL: Mr Campbell stated he had experience working in the industry and advised more masts would be needed to provide a service in dips in the landscape. Both he and Mrs Paradise felt the mast was progress and there was a need for some compromises especially as there was no signal along that stretch of the A4, which meant that telephone and conference calls simply disconnected. Mr Stacey pointed out that SSE had gone to great lengths and costs a few years ago to bury the electricity cables to enhance the landscape at Overton Hill. In discussion members agreed it was important to have better telephone signals but to request that the provider bear in mind the sensitivity of the site and explore all other possible options. Action: APC to respond to the National Infrastructure Consultation to request that the applicant review the location of the proposed mast and explore all possible alternative sites that would maximise mobile phone signals for West Kennett, Beckhampton, Avebury, Avebury Trusloe and the A4, and minimise visual impacts on the World Heritage Site in line with local plans.
    3. Work to trees in a Conservation Area to fell 3 Sycamore trees at Avebury and District Club. Ref: 17/04520/TCA. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
  11. Housing Needs Survey: deferred to 6 June meeting.
  12. Defibrillator for Avebury: Mrs Lewis reported the installation of the defibrillator on the outside of the Social Centre was booked for early June (5 June for the electrical works) and members agreed they would explore funding a defibrillator for Avebury Trusloe. The Chairman reported that local postman Mr Mick Moylan had given a donation of £100 for use towards the defibrillator in the High Street or for one in Avebury Trusloe. Members were very grateful for his generosity and signed a thank-you card for him.
  13. ACSReC: Members discussed future leasing options. Item deferred to next meeting.
  14. Local issues: the Chairman reported the Parish Steward had strimmed the grass on footpath 22 and members noted the grass highway verges in Beckhampton and West Kennett had been cut to a high standard. Mr Campbell reported the footpath running next to his house at 1 Trusloe Cottages needed strimming and Mrs Paradise said the verges in Frog Lane were also in need of attention. Action: Clerk to log requests on WC on-line system. Mr Campbell and Ms Service additionally reported two separate health and safety issues in Avebury Trusloe regarding tree branches overhanging SSE power cables along a footpath next to AHA land and along Bray Street. It was agreed Mr Campbell email the Clerk with further details and a letter be sent to either AHA or SSE.
  15. Communications: none
  16. Correspondence: the Clerk reported a thank you email (previously circulated to members) had been received from local resident Mrs Kathy Hole for the replacement panel in the Swindon Road bus stop.
  17. Finance and admin including:
    1. Quotations for Parish Council insurance renewal due 1 June 2017 (previously circulated to members). It was noted three quotations had been received ranging from approximately £767 to £820 for one year or £729 to £780 annual fee for the first year in three year Long Term Agreements. In discussion members noted their existing supplier Zurich had reduced its quote following a query but was £16.50 higher than the lowest quotation for a three year LTA. Members noted APC had submitted no claims in the last three years and that APC had been with Zurich for the past 10 years. Members agreed that continuity was important along with the fact that Community First who administered the policy benefited too. It was resolved to purchase Parish Council insurance with Zurich through Community First for a three year LTA at £745.06 for the first year. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
    1. Annual Return 2016/17: the Clerk reported the end of year internal audit had yet to be carried out and therefore approval of section 1 and 2 of the Annual Return was deferred to 6 June meeting.
    2. Councillor Training: Mrs Lewis reported she had booked the training date with Katie Fielding at WALC for the 7 June.
    3. Cheques for payment and cheques for ratification:  it was resolved that the following cheques be paid. Proposed by Mr O’Connor, seconded by Mr Campbell and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.
          1. John Giles: replacement of panel in Bus Stop and remedial work to stabilize notice board at Beckhampton (including VAT)                                                                       £168.00
          2. Community First: membership renewal 2017/18    £40.00
          3. Social Centre: rent Feb 7, March 7, April 4, 25, May 2, 18                                                                                 £26.50
  18. Date of next meeting: 7:30pm on Tuesday 6th June 2017 at the Social Centre.
  19. Any other business: none declared.
  20. The meeting closed at 9:03pm

 

2 May 2017 Ordinary Council Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 2 May 2017 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO for Fyfield and West Overton Parish Council, MAB for Marlborough Area Board, NT for the National Trust, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:30 

  1. Public question time: There was one member of the public present, Mrs Jane Davies (prospective Wiltshire Councillor), for part of the meeting up to item 8. No questions were asked.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Terence O’Connor, Mrs Lynzey Paradise and Mr Stephen Stacey. In attendance: Miss Liz Moore (Clerk) and Councillor James Sheppard up to item 8.
  3. Apologies: Councillors Dave Brotheridge and Jon Campbell.
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 4th April 2017: the Chairman read out an email received by the Clerk that day from Mrs Jan Tomlin (General Manager, Wiltshire Landscape) regarding the accuracy of the minutes. He also read out an email he had received on 27 April from Mrs Tomlin and his email response that had attached a copy of APC’s Code of Conduct. In discussion it was noted it was only APC members who could decide on the accuracy of the minutes and that, whilst others could comment, no detail on the accuracy of an individual item had been given by the NT. The minutes were approved after item 6 and unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mrs Lewis.
  6. Matters arising from the minutes: The Chairman stated that in view of the confidential nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in confidential minute. Members discussed issues raised by email from the NT concerning the last APC meeting. The views of those who attended the meeting differed from those of the NT. It was agreed that the Parish Council would very much like the NT to engage with it as set out in the confidential minute. Action: APC to respond to Mrs Tomlin’s email. Councillor James Sheppard to attend APC’s next meeting on 6 June.
  7. National Trust update/dialogue: not covered as the NT had not been present.
  8. Improving opening hours of Coach House toilets: Mr Stacey tabled his report (see appendix 1). Mr O’Connor asked how APC had become involved in offering money to the NT. The Chairman explained that last summer members of the public including Mr John Wilding (Manager, the Henge Shop) had brought the issue of lack of toilet facilities to the attention of APC. APC had decided to represent these concerns, and to take proactive steps by seeking management and financial resources to assist the Trust, and the community had subsequently offered funding. The Chairman reported further to APC’s letter to AWHS Steering Committee that the following points had emerged from WHS Steering Committee meeting on 25 April; the WHS Steering Committee took the view that (i) there should be adequate facilities for people to visit the WHS comfortably and that (ii) relevant partners should get together to have a discussion to find a resolution to the situation, including Wiltshire Council. Further to Mr Stacey’s report APC considered whether the principle of a commercial lease was acceptable. The Chairman suggested that if the Coach House toilets and Café were open at busy times the NT should pay for a proportionate amount of running costs. In discussion members felt APC should not be expected to take on a lease because APC did not receive visitor income and other APC commitments for the community would suffer. A doubling or more of the precept for the purpose of funding NT toilets was not a realistic option. If however WC was formally involved it might be possible to request a contribution of about half the costs i.e. about £5,000 a year and to ask the NT for a contribution of about £5,000 pa whilst APC might cover some extra costs. It was noted Jane Davies had offered to speak to WC. Action: APC to consider in June when (i) more figures were available, (ii) members had looked at other NT sites and (iii) APC had talked to WC and others about making a contribution. Mr Stacey to report back after next meeting with NT. Mr O’Connor asked whether Lacock had similar issues; Mr Stacey said that although Lacock was an open access site like Avebury, the village was largely owned by the Trust.
  9. Planning applications:
    1. Full planning and listed building consent for removal of existing rear conservatory and erection of a single storey rear extension and first floor rear extension, with conversion of barns to provide enlarged residential and ancillary guest accommodation and swimming pool plant room at Galteemore Farm, Beckhampton, SN8 1QJ. Ref: 17/03045/FUL and 17/03774/LBC. Plans were tabled and considered. It was noted the application was a resubmission of an application that had been considered by APC’s Planning Committee in April 2015 and APC had supported the development without conditions. It was resolved to support the application without conditions. Proposed by Dr Bedford, seconded by Mrs Lewis and carried unanimously.
  10. Review of the Annual Village Meeting held on 25 April 2017:
    1. Emma’s Pantry: the NT had provided APC with a newsletter mid-March, which informed readers that a converted horsebox run by Emma’s Country Kitchen would be popping up in the NT’s main car park soon. Members were concerned that the feature in the NT’s newsletter was the first time APC had heard of the proposal and that APC had not been previously consulted about this new business development in the village. Concerns had been raised by several people at the annual village meeting on 25 April and the Chairman said he had been approached by a number of residents, including Mr Brian Vickers and Mrs Sara Spratt, both residents in the High Street. Mr Vickers had expressed concern about the impact of Emma’s Pantry on Teas for Tourists especially Easter Monday trading. Mrs Paradise stated both she and Kate Fry, also residents in the High Street, had approached Emma’s Pantry and obtained feedback that the caterers were aware of the need to avoid competition and that they did not want to upset the village or be controversial. The trial was however proving successful and they were hoping to stay. It was noted that the opening times for the catering van were 10am – 6pm but that it also opened earlier for festivals. In discussion members expressed concern as to whether there was a need for another food outlet and the following issues were raised: (i) the caterers were using an A-board to advertise the business, contravening WHS objectives to minimise advertising and signage (ii) concern about increased litter as food sold was to take away (iii) the lack of toilet facilities when the catering van was trading outside of NT opening hours and hence toilet opening hours (iv) the increased commercialisation of the site and changing its character (v) reduced car parking spaces (vi) the fact the NT was reviewing the project in the light of visitor experience but not of those of people living and working in the village. The Chairman referred to Sara Spratt’s email to the NT (previously circulated to members) and members noted her points. The NT’s response had made clear the catering van was actually on a trial until 14 May. Members understood that any feedback to the NT would need to be sent by 18 May which was the day the NT would be discussing results of the visitor experience. In discussion, it was suggested that the number of days Emma’s Pantry was closed and others such as Teas for Tourists were open should be by agreement and that this should come from the community. Mr O’Connor reminded everyone that with regards to the opening of the new shop in Green Street the NT had stated it had been careful not to let the building to a conflicting business and questioned why the same principle appeared not to apply to Emma’s Pantry. Dr Bedford expressed his deep concern that profits would be going to a private company outside the community and that only a fraction of the income generated by Emma’s Pantry would be going to the NT. This was not an effective use of visitor spend for local activities, and Mrs Paradise said it would have been more understandable if the catering van had been owned by the NT. The Chairman said the WHS Management Plan stated that the local community should receive benefit from economic activities and questioned whether income for them would be correspondingly reduced. Members queried whether the trial was for 28 days per year or for a longer period. It was felt strongly by all members of the Parish Council that they very much wanted to discuss and consult on the project in a spirit of partnership with the NT. Action: APC to ask for the NT’s meeting on 18 May to be deferred so that the community’s views could be taken into consideration as well.
    2. It had been suggested locals could reduce traffic speeds on Swindon Road by doing 30mph. Action: Chairman to include a paragraph in APC’s Headlines for UKN to ask residents to drive at 30 mph.
    3. A request had been received for a sign to deter visitors from parking in the High Street. Mrs Lewis said it was her understanding no one had a legal right to park outside their own house on the public highway. In discussion members noted APC had considered a residents parking scheme in the past but it would require considerable signage and road markings, and problems arose with people visiting local institutions and homes. WC Highways had agreed the approved signage that was currently in place. Mrs Paradise felt that the ‘no tourists parking’ sign should be reviewed as it was her opinion people disregarded the word ‘no’. Other members felt the sign did its job. Action: APC to write to Martin Cook (WC Highways) to enquire about options. Mrs Paradise also requested that APC write to the Church, the Social Centre, the Henge Shop and the Community Shop, and not only the Circle Nursery as suggested at the village meeting, to request assistance in ensuring visitors did not block the High Street. Action: deferred to APC’s June meeting.
    4. A member of the public had noted at the annual village meeting that the minutes of the annual parish meeting last year showed that the NT had listed support for the community by helping to finance the sports-field noticeboard, but queried whether it had paid. Action: agreed later in the meeting at item 13.
  11. Transport issues:
    1. A4 projects at Beckhampton and West Kennett: Dr Bedford reported at the last meeting with Steve Hind (WC Highways) it had been agreed with the support of Sarah Simmonds (WHS Officer) that both projects should move forward together.
    2. Cyclothon update: Dr Bedford confirmed the money being raised would be going towards transport projects including the A4 project.
    3. footpaths and signage update: Dr Bedford said he had logged footpath 22 again on the WC online system.
    4. request for gravel track on Nursery site in Avebury Trusloe: Mrs Paradise reminded everyone that the request from the village meeting had been for small actions / interim improvements for the parking in Avebury Trusloe and members agreed to look at alternatives such as rubber matting or gravel. Action: referred to Transport Group.
    5. request for traffic speed monitoring through Avebury and Trusloe: referred to Transport Group.
    6. the need for a structured discussion on the possible closure of the Avenue: the Chairman reported the WHS Steering Committee was interested in helping to collect evidence on the issues. Action: referred to Transport Group.
    7. date of next Committee meeting: Monday 15 May.
  12. Defibrillator for Avebury: Mrs Lewis reported the defibrillator package had been ordered and paid for and SW Ambulance Trust had requested an installation date. The Chairman said the Social Centre Trustees had decided to locate the defibrillator on the Social Centre ‘fake’ porch. Mrs Paradise asked if it would be possible to have a second defibrillator in Avebury Trusloe as per a request from the village meeting. In discussion it was agreed that (i) APC should put an advert in UKN to ask local people if they would like a defibrillator in Trusloe (ii) APC should at a future meeting consider supporting a defibrillator in Trusloe with the same contribution it had made in the High Street and (iii) discover whether anyone including local businesses would be willing to make a donation.
  13. ACSReC: Mrs Lewis reported Teas for Tourists had raised about £428. It was noted no donation had been received from the NT for the noticeboard (see item 10d above). Action: Clerk to check progress with NT accounts department and further action deferred to next ACSReC meeting. The Chairman stated that in view of the confidential nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in confidential minute. Members discussed the future of the Sports Field.
  14. Local issues: the Chairman reported:
    1. URC Chapel and Community Right to Bid application: following the annual village meeting no community group had expressed an interest in mounting a project, and APC had therefore withdrawn its CRtB application.
    2. Housing Needs Survey: results received and previously circulated to members. Deferred to next meeting on 18 May.
    3. management of Solstice and parking permits: in progress.
    4. planters in High Street: Mrs Paradise reported the new planter had been installed and was in the process of being planted up.
    5. payphones consultation: the Clerk reported no further information had been received from BT.
    6. leaf sweeping in High Street and Church Walk: ordered but not yet actioned by WC.
    7. jetting of culvert in Beckhampton: Mrs Lewis said she believed the work had been completed.
    8. Avebury Rocks 7-9 July at East Farm: dates noted.
  15. Communications: 4 April Headlines submitted to UKN News
  16. Correspondence:
    1. Bobby Van News tabled by the Clerk and request for donation deferred to November Council meeting when donations to charities would be considered.
  17. Finance and admin including:
    1. The Clerk reported the Parish precept (£6,050.00) had been received from WC on 21 April.
    2. Internal audit: Clerk to action.
    3. Parish Council Insurance renewal due 1 June 2017: APC had received two quotations and it was agreed one or more further quotations be sought. Item deferred to 18 May meeting.
    4. It was resolved to approve the confidential minute of 4 April 2017 meeting. Proposed by Mr Stacey, seconded by Mrs Lewis and carried unanimously.
    5. Councillor Training: not covered.
    6. The approved minutes of ACSReC meeting 1 March 2017 and Transport Group Committee meeting 13 December 2016. Not seen by the meeting but added subsequently. (See appendix 2).
    7. Cheques for payment and cheques for ratification:  it was resolved that the following cheques be paid. Proposed by Mr Stacey, seconded by Mrs Paradise and carried unanimously. Cheques were signed by the Chairman and Dr Bedford.
        1. ICO: annual renewal of data protection registration          £35.00
        2. WALC: annual subscription 2017/2018 (including VAT)   £200.88
        3. Social Centre: rent 30 April 2017 by ACSReC                  £30.00
        4. Liz Moore: Clerk’s overtime and expenses 22 March – 21 April 2017                                                                                  £85.20
  18. Date of AGM and next meeting: 7pm on Thursday 18 May 2017 at the Social Centre. Mrs Lewis gave her apologies for the 6 June meeting.
  19. Any other business: none declared.
  20. The meeting closed at 10:06pm.

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

  1. Coach House toilets – update 2 May 2017
  2. The approved minutes of ACSReC meeting 1 March 2017 and Transport Group Committee meeting 13 December 2016 (not seen by the meeting but added subsequently).

4 April 2017 Ordinary Meeting : Minutes

Avebury Parish Council

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

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AWHS for Avebury World Heritage Site, EH for English Heritage, FWO for Fyfield and West Overton Parish Council, MAB for Marlborough Area Board, NT for the National Trust, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:30

  1. Public question time: the Chairman welcomed to the meeting Wiltshire Councillor James Sheppard (Chairman MAB), Mrs Jan Tomlin (General Manager, Wiltshire Landscape) and Ms Catherine Hosie (Estate Manager) of the National Trust, and Mrs Jane Davies (prospective Wiltshire councillor). No questions were asked.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Jon Campbell, Mr Terence O’Connor, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey. In attendance: Miss Liz Moore (Clerk), Councillor James Sheppard up to the end of item 15 e. and Mrs Jan Tomlin and Ms Catherine Hosie up to the end of item 13.
  3. Apologies: Dr Mike Bedford (Vice-Chairman), Mr Dave Brotheridge and Mrs Jemima Milton (Wiltshire Councillor).
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 7 March 2017: Unanimously agreed as an accurate record. Proposed by Mrs Paradise and seconded by Mr Stacey.
  6. Matters arising from the minutes: none
  7. Planning applications + results:
    1. Full planning consent for second storey rear extension, single storey front extension and new front entrance porch at North Rutlands, Swindon Road, Avebury SN8 1RH. Ref: 17/01667/FUL. The Chairman reported the Clerk had agreed an extension of time from WC so that feedback could be sent in by that Friday. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mr Campbell, seconded by Mrs Lewis and carried unanimously.
    2. Full planning consent for a two bay timber framed car port with storage over at Isobel Cottage, Beckhampton, Marlborough SN8 1QJ. Ref: 17/01671/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously.
    3. Full planning consent for outbuilding conversion to residential lodge as an annexe to the main house at The Grange, Beckhampton, SN8 1QR. Ref: 17/02397/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Proposed by Mr Campbell, seconded by Mrs Paradise and carried unanimously.
  8. Transport Group: in the absence of Dr Bedford (Chairman, Transport Group Committee) the Chairman reported:
    1. A4 projects at Beckhampton and West Kennett: the initial design cost was £18,775 for the A4 projects. APC had budgeted to meet a quarter of the cost, CATG had agreed to fund half the cost with the remainder being funded by local residents and businesses. Dr Bedford and Mr Rob Macaire had met with Sarah Simmonds (WHS Manager) and Steve Hind and the thought was to do both A4 projects concurrently. MAB had recommended that APC pay £1,000 for investigatory work at West Kennett. Mr Stacey said it was important the Beckhampton project didn’t get left behind. It was felt APC should fund the investigatory work in order to get the project started but only if it came out of the £4,500 previously budgeted funds. It was resolved APC pay £1,000 for the investigatory work at West Kennett. Proposed by Ms Service, seconded by Mr Stacey and carried unanimously.  The Chairman reported that the Transport Group Committee had raised the question of closing the Avenue and he read out a number of benefits the Group had listed. Mr Stacey expressed concern there was not a list of dis-benefits and suggested putting the subject on the Village Meeting agenda. Ms Service also felt there was the need for a list of both benefits and dis-benefits such as increased pollution due to extra journey times. The Chairman opened the meeting to the public. Mrs Jane Davies stated FWO Parish Council had significant concerns about closing the Avenue; it was used frequently by residents of adjoining parishes and she urged APC to consult with them too. Members agreed APC should consult adjoining parishes and raise the issue at the village meeting on 25 April.
    2. Footpaths and signage meeting on 2 March: Tim Lewis, Stephen Leonard (WC Rights of Way) and Liam Wiseman (WHS Partnership Officer) had met and were now involved to take the signage project forward.
    3. Double yellow lines in Trusloe: deferred to next meeting. Dr Bedford needed to consult with Mr Campbell.
  9. National Trust update: (NT update / leaflet previously circulated to members and see appendix 1). The Chairman invited Mrs Jan Tomlin to report.  She said that >400 leaflets had been delivered to residents and gave the following overview:
    1. The Durrington Dig results had yet to be analysed, but it was exciting that a new structure consisting of 200 timber posts had been discovered. Research project of the year award had been given to Dr Nick Snashall (NT Archaeologist).
    2. The Manor Gardens were basking in Spring splendour after being magnificently replanted by the Head Gardener and a team of 25 volunteers.
    3. Planning permission had been granted by WC for the Stables in the High Street to be used as a second hand book shop, to promote Avebury, the WHS and NT membership.
    4. A project making handmade costumes had proved very successful.
    5. The NT’s Easter Programme had been published.

    Mrs Tomlin reported that she had been through a process of reviewing her staff workload and that regrettably she would no longer be able to provide a NT representative at APC Council meetings. She would however like to provide the update via Mrs Paradise on a quarterly basis during the year. Mr Stacey expressed concern over this situation and asked Mrs Tomlin to reconsider the importance of having a channel of communication with the Parish Council. The Chairman stressed the importance of two-way communication; he suggested that the purpose of dialogue was to speak and listen to each other and not only conduct dialogue via newsletters. Ms Service noted that routine attendance at local parish meetings was an important and recognised part of the democratic process, which was of value to all in the community. Mrs Tomlin said she was increasing the number of open events for the wider Parish and asked if an APC representative could attend the NT event instead. Members again expressed concern at losing communications at formal Parish Council meeting level and Mr Campbell asked how APC could add value to existing arrangements from the Trust’s point of view. Ms Service added that the Trust was an important part of the community and that it should be represented.

    The Chairman opened the meeting to the public. Mrs Jane Davies stated that she was standing for Wiltshire Councillor and, if elected, it would be her duty to listen to views of the democratically elected Parish Councillors who were the conduit for the wider Parish. Councillor James Sheppard added that listening was a good way of getting information back and forward. Mr O’Connor asked why Mrs Tomlin felt the APC meetings were not useful. Mrs Tomlin said she felt there was no feedback at the meetings and referred to the NT Stables planning application that had been objected to by APC on 21 January. The Chairman stated A1 Shop/Retail use (which allowed any shop use) had not been previously declared by the NT. The Stables application was subsequently called in and then a condition had been attached to the permission limiting it to use for voluntary book sales and a visitors’ information point. There was further discussion on whether the NT could attend APC meetings every other month and it was suggested the NT send specific agenda items to the Clerk as Mrs Tomlin wanted to be able to comment. The Chairman asked if the community had been raising issues with Mrs Tomlin over the past year. In response Mrs Tomlin said she had received hand-written thank you notes for the Feast of Food event and that Ms Hilary Makins (NT Head Ranger) dealt with complaints about the outside areas. The Chairman expressed the view that APC was therefore doing the job well by channelling community issues to the NT. He gave an example of ‘Emma’s Pantry’ where this had not happened. APC members had first learned of this initiative in the NT’s spring newsletter and when they been asked questions by the public they couldn’t answer and had had to direct queries to the NT.

    In further discussion Cllr James Sheppard suggested that the NT could meet with APC earlier in confidential session and use APC as a sounding board before broadcasting their ideas to the public. It was agreed that APC ask Mrs Tomlin to (a) consider whether or not the NT could accept an APC invitation either to a confidential pre-meeting to the Council’s monthly meetings or to a confidential session early in the Council’s monthly meeting agenda (b) consider APC’s request that a member of NT attends every full Council meeting. It was also agreed that the existing NT update could be put higher on the agenda and possibly changed in emphasis to be an open dialogue / conversation.

    Thanks were expressed to all by the Chairman.

  10. Improving opening hours of toilets at the Coach House: Mr Stacey stated it was the NT’s view that the running of the toilets outside of NT Coach House opening hours should be a commercial arrangement between both parties with APC taking on the full financial and management commitment of running them. He explained that APC did not have the finances to carry on after the trial period and therefore needed to consider how to extend the opening of the Coach House toilets beyond that point. The Chairman added that Mr Stacey had been in dialogue with the NT for the past six months and had no detailed financial information to inform the feasibility of taking a lease. In discussion the NT advised it had given approximate running costs of £11,000 per annum and that the organisation did not offer toilets outside its working hours. The Chairman reported the Coach House Toilets had been available 50 years ago. He also said the NT had provided no evidence on the frequency of antisocial behaviour that had occurred in the toilets out of hours. In further discussion it was noted people came to Avebury at all times; Mrs Tomlin’s view was that public toilets should therefore be provided. The Chairman invited Mrs Jane Davies to speak. Mrs Davies asked who managed the permissive open access for the Stones and land that was open 24 hours and Mrs Tomlin stated it was the responsibility of the NT. Mrs Lewis observed that she and others doing the baking in the shop were aware of the number of tourists in the village at about 7.30 in the morning, particularly if one or two coaches arrived in the High Street and the small car park. Mrs Paradise asked if there was any way of increasing the opening hours as there would soon be more staff around the new Visitor Centre, but Mrs Tomlin raised the issue of vandalism. It was noted the optimum opening hours for the toilets would be from dawn to dusk. A final question was asked as to whether the NT could redefine the Coach House toilets as the main toilets rather than those behind the Great Barn, particularly as the primary purpose of the NT’s presence in Avebury was as guardian and manager of the WHS Monuments. Mrs Tomlin stated visitors came to the Farmyard area where all central activities were based. The Chairman stated that some confidential business would be considered later in the meeting under item 15. In the meantime, it was agreed that APC (i) ascertain facts and figures on running of the toilets (ii) seek to set up a scheme for a six month trial period (iii) Mrs Jane Davies to enquire about possible WC funding (iv) acquire the toilet plans and NT access to the building with a service provider to get costs (v) ascertain management problems (required as part of risk assessment) and (vi) NT to defer work on a lease until APC had ascertained if the project was viable in the long term. It was noted an extra Ordinary meeting to further discuss the toilets might be set up in the meantime and that a vote to take on some form of lease agreement would need to be taken in the next couple of months so as not to lose the £1,000 already received from WC for the project.  The Chairman adjourned the confidential session to item 15. under Correspondence.
  11. Defibrillator for Avebury: Mrs Lewis reported the defibrillator was likely to be situated near the porch on the outside of the Social Centre and that WC had confirmed planning permission would not be needed as the proposal came under permitted development. Mrs Lewis said she needed to prepare the Memorandum of Understanding with the South West Ambulance Trust and it was agreed she would be the contact on the form. She added she would also approach those people who had offered funding to ask for their donations, however, she was still chasing Greene King for a donation but it was noted this would only need to be about £100 which should cover the electrical installation work. Mrs Lewis also explained training would be provided once the defibrillator was installed and that someone would need to do a visual check of the installation daily. Mrs Paradise offered to do the visual checks.
  12. ACSReC: Mrs Paradise reported:
    1. Renewal of sports-field lease: it had been discovered that the Pavilion would need to be returned in the condition it was handed over in and ACSReC were looking at the wording to aid the Sports Clubs getting funding.
    2. Repairs to the Sports Pavilion roof: quotations were being sought.
    3. Fundraising: a third fundraising event had taken place successfully on 30 March and the next event they would be running was ‘Teas for Tourists’ on Sunday April 30th. She was working with Eva Stuetzenberger (NT Visitor Engagement and Enterprises Manager) who would be providing some marketing materials / posters for the event. Mrs Paradise said a working group meeting was taking place the next evening and the Chairman requested she circulate a note of the meeting.
  13. Local issues: the Chairman reported:
    1. URC Chapel and Community Right to Bid: a letter dated 7 March from the URC to Mr Simon Day (WC) was read out by the Chairman. He added that it had become apparent in recent weeks that the seller must sell at price sanctioned by its own valuer, the ground floor area was about 105 square metres, the first floor was about 20 square metres and the planners had listed the building as D1 Use Class. The Chairman read out a list of possible uses for the building that had been suggested by various people including altruistic uses and added the use of the Chapel as a Tourist Information Centre was of interest to APC. It was noted WC would be taking a decision on whether to make the Chapel a CRtB project between 29 March – 26 April and that this would give APC time to air the topic at the Village Meeting. It was resolved to ask Mr Simon Day (WC) to defer a decision to 26 April which was also the day any tenders for the building were due in and to ensure the item was on the Village Meeting agenda. Proposed by Mrs Paradise, seconded by Ms Service and carried unanimously. Cllr James Sheppard also agreed to find out who the Cabinet Member was for that subject.
    2. Housing Needs Survey: results not yet received from WC. Clerk to chase.
    3. Summer solstice 2017 management and permits: arrangements would be the same as last year and include a permit system. It was agreed Mrs Paradise contact Mr Simon Rowe (WC) to agree dates and the Chairman to work with her on the permits as per last year.
    4. Beckhampton notice board: the post had been fixed by Mr John Giles.
    5. Payphones consultation: nothing further to report.
    6. New Perspex for Swindon Road bus shelter: a quotation from Mr John Giles had been previously circulated to members for the supply and fitting of a 6mm solid polycarbonate glazing panel to the bus shelter. It was unanimously resolved to accept the quotation of £120 (excluding VAT). Proposed by Mr Stacey, seconded by Mr Campbell. Clerk to order the work.
    7. Jetting of culvert in Beckhampton: completed 10 March 2017.
    8. Planters in High Street: the new planter from Erlestoke Farm Shop was ready. Mrs Paradise to collect the planter using a trailer.
    9. Faulty street lamps: ordered and work completed outside the Old Vicarage in the High Street and scheduled for the lamp on the A4 opposite the Avenue.
    10. Low flying helicopters: Mr Daniel (local resident and owner of Dorwyn Manor B&B) had lodged a formal complaint with the relevant aviation authority.
  14. Communications: none.
  15. Correspondence: the Chairman reported:
    1. Highways England’s reply 16 March to Parish Council’s response to the consultation on A303 road scheme at Stonehenge was read out by the Chairman. It was noted all feedback was being assessed and considered as Highways England developed their proposals. The Secretary of State for Transport was due to make a preferred route announcement on the scheme later in 2017. The Chairman reported the Avebury Society had written to the Rt Hon Phillip Hammond MP as Chancellor of the Exchequer to point out that a bypass would be a quarter of a billion pounds cheaper than the tunnel and suggested APC could do the same.
    2. WC Highways Evening 15th May 2017 – County Hall, Trowbridge, 17th May 2017 – Monkton Park, Chippenham, 23rd May 2017 – City Hall, Salisbury,  24th May 2017 – Kennet House, Devizes 1900hrs to 2100hrs.
    3. Invitation to a special Pilgrim event: Sunday April 30th 2017 3pm St James Church Avebury
    4. Superfast Broadband Advice Surgery Friday 12 May at Devizes Conservative Club. Communities and Parish Councils who wish to attend should email claire.perry.mp@parliament.uk. Action: Mr Campbell to attend.
    5. Coach House toilets. The Chairman stated that in view of the confidential nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded. Proceedings recorded in confidential minute.
  16. Finance and admin: including:
    1. Training for Councillors: to be actioned by Mrs Lewis.
    2. Ordering System: not covered, deferred to next meeting.
    3. The approved minutes of ACSReC meeting 1 March 2017 to be tabled and received. (See appendix 1).
    4. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.
      1. C.M.Loney Electrical Services Ltd. PAT test 12 items in the Pavilion                                                                                    £36.00
      2. Mr P.J. Mills: rabbit and mole control on Sports Field             £85.00
      3. Liz Moore: Clerk’s overtime and expenses: 22 Feb – 21 March 2017                                                                         £331.15
  17. Annual Village Meeting at 7pm on 25 April: members considered additional items for the agenda.
  18. Date of next meeting: 7:30pm Tuesday 2 May 2017 at the Social Centre.
  19. Set date for AGM: [Date agreed at meeting has subsequently to be changed in view of election regulations, and will be set shortly.]
  20. Any other business: none declared.
  21. The meeting closed at 10:08pm.

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

  1. NT update / leaflet
  2. The approved minutes of ACSReC meeting 1 March 2017 (not seen by the meeting but added subsequently).

2 May 2017 Ordinary Council Meeting : Agenda

Avebury Parish Council

An ordinary meeting of Avebury Parish Council will be held at 7:30pm on 2 May 2017 at the Social Centre, Avebury SN8 1RF.

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

Liz Moore, Clerk to Avebury Parish Council, 26 April 2017

Agenda

  1. Public question time
  2. Apologies
  3. Declarations of interest
  4. Minutes of meeting held on 4th April 2017
  5. Matters arising from the minutes
  6. National Trust update/dialogue
  7. Improving opening hours of Coach House toilets: progress report
  8. Planning applications:
    1. Full planning consent and listed building consent for removal of existing rear conservatory and erection of a single storey rear extension and first floor rear extension, with conversion of barns to provide enlarged residential and ancillary guest accommodation and swimming pool plant room at Galteemore Farm, Beckhampton, SN8 1QJ. Ref: 17/03045/FUL and 17/03774/LBC
  9. Review of the Annual Village Meeting held on 25 April 2017
  10. Transport issues including A4 projects at Beckhampton and West Kennett, fund-raising from local people, Cyclothon, footpaths and signage, request for gravel track on Nursery Site in Avebury Trusloe, request for traffic monitoring in Trusloe and Swindon Road, double yellow lines in Trusloe. Next Transport Group meeting Monday 15 May.
  11. Defibrillators in Avebury and Avebury Trusloe
  12. ACSReC: report on April meeting including renewal of sports-field lease, repairs to the Sports Pavilion roof, noticeboard and fundraising.
  13. Local issues including URC Chapel and Community Right to Bid application, Housing Needs Survey, management of Solstice and parking permits, planters in High Street, no tourist parking sign for High Street, payphones consultation, leaf sweeping in High Street and Church Walk, jetting of culvert in Beckhampton and Avebury Rocks.
  14. Communications
  15. Correspondence including new catering van in NT car park
  16. Finance and admin including Parish Council Insurance renewal due 1 June 2017 and members to consider quotations, to approve confidential minute of 4 April 2017 meeting, councillor training, cheques for payment and cheques for ratification, to receive the approved minutes of ACSReC meeting 1 March 2017 and Transport Group Committee meeting 13 December 2016.
  17. Date of AGM and next meeting: 7pm on Thursday 18 May 2017 at the Social Centre, Avebury.
  18. Any other business

7 March 2017 Ordinary Meeting : Minutes

Avebury Parish Council

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

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AWHS for Avebury World Heritage Site, EH for English Heritage, MAB for Marlborough Area Board, NT for the National Trust, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:33

  1. Public question time: There were no members of the public present.
  2. Present: Councillors Mrs Maggie Lewis (Vice-Chairman and Chairman of the meeting), Dr Mike Bedford (Vice-Chairman) from item 8, Mr Dave Brotheridge, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey.
  3. Apologies: Councillors Mr Andrew Williamson (Chairman), Mr Jon Campbell, Mr Terence O’Connor, Mrs Jane Davies (Prospective Wiltshire Councillor) and Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape).
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 7 February 2017: two amendments were requested. There was an error in appendix 7 and the draft budget should be dated 7 December 2016 and not 7 December 2015. The NT had requested that the penultimate sentence of item 12 be changed to reflect ‘Ms Hosie agreed that, if APC wished to ask NT for a view, they could do so’. It was resolved to include the amendments. Proposed by Mrs Paradise, seconded by Mr Brotheridge and carried unanimously. Further to the aforesaid amendments the minutes were unanimously agreed as an accurate record. Proposed by Mr Stacey and seconded by Mrs Paradise.
  6. Matters arising from the minutes:
    1. Date for ACSReC meeting minutes: (Minute ref. 5).  Should be reinstated as 28 June 2016.
    2. Replacement planter for High Street: (Minute ref. 15 e). Ordered and expected date of completion 3 April.
  7. Planning applications + results:
    1. Full planning consent for single storey rear extension at Freshfield, Beckhampton, SN8 1QJ. Ref: 16/12045/FUL. Plans were tabled and considered. It was resolved to support the application without conditions.
    2. Full planning consent for extension of roof to front garage to create a car port at Freshfield, Beckhampton, SN8 1QJ. Ref: 16/12058/FUL. Plans were tabled and considered. It was resolved to support the application without conditions.
    3. Full planning consent for dormer window in rear roof slope at 2 Red Houses, Green Street, Avebury SN8 1RE. Ref: 17/01341/FUL. Plans were tabled and considered. It was resolved to support the application without conditions. Items 7 a to c. proposed by Mrs Paradise, seconded by Ms Service and carried unanimously.
    4. NT Stables application Ref: 16/11287/FUL approved subject to conditions by WC Planning Committee meeting 16 February. In discussion the following points emerged (i) approval had been granted on a condition that the building was not used for anything other than a voluntary book sales/exchange store and visitors information centre or new planning permission would be required. (ii) NT update in UKN News March – April 2017 had reported the building would be used as a second-hand bookshop, to promote Avebury, the WHS and NT membership. It was noted there seemed to be a different emphasis in the UKN Parish Magazine on what the building would be used for. Members expressed concern that the building would not somehow become a second-hand bookshop as opposed to its original primary purpose as a NT ‘meet and greet’ area.                                                                                                                 Mrs Lewis (Chairman for the meeting) altered the order of business and proposed moving directly on to item 9. National Trust update. The resolution was carried unanimously.
      – Dr Bedford (Vice-Chairman) joined the meeting for item 8.
  8. Transport Group: Dr Bedford reported on the following:
    1. A4 projects at Beckhampton and West Kennett
      1. report on meeting with Steve Hind of WC and Sarah Simmonds of WHS: a survey of the area would be needed to pinpoint drains and electricity points and in order to implement the initial design. Although Mr Hind had been reticent to run both projects at the same time he had agreed later that both plans to be designed together. The next meeting would be to run through the design features that APC wanted to keep.
      2. progress on fund-raising from local people: Mr Rob Macaire had raised £2,500 for the West Kennett project which was the total required and Dr Bedford had raised £350 from Beckhampton with further fund-raising needed.
    2. Footpaths and signage meeting on 2 March: deferred to next meeting.
  9. National Trust update: in the absence of a NT representative Mrs Lewis read out the following report provided by the NT:

    Avebury Best-Loved Free Attraction – We are delighted that Avebury World Heritage Site has been voted among the UK’s best-loved free visitor attractions.  The National Trust-owned and managed Stone Circle came fifth in a poll of the South West’s top free attractions, and seventeenth nationally.  As our World Heritage Site Partnership Manager commented “People really enjoy walking amongst the stones.  It is a special place and one that many cherish.” National Trust Theme 2017 – Many of the Trust’s places were home to, and shaped by, people who challenged conventional ideas of gender and sexuality.  Fifty years after the partial decriminalisation of homosexuality we’re exploring our Lesbian, Gay, Bisexual, Trans and Queer heritage with a programme called “Prejudice and Pride”.  Across the Trust, we’ll be holding events, special exhibitions and much more.  Further details are available at www.nationaltrust.org.uk/prejudiceandpride. Open Afternoon – We are looking forward to welcoming members of the local community to our next open session later this week. Easter Programme – Our Easter half-term programme is now available with full details of all events on our web-site at www.nationaltrust.org.uk/aveburyPlanning Application – Consent has been granted for the future use of our old Stables building next to the National Trust car park on the High Street.  We look forward to developing our ideas and will share these in due course. National Trust Toilets – Our Assistant Director of Operations featured on BBC Radio Wiltshire responding to the inaccurate reports that had been circulating in the media the previous week.  These were widely agreed to be highly damaging to both the World Heritage Site and the reputation of Avebury village.   Refurbishments are ongoing and due to be completed this week in time for the opening of the Coach House Café shortly. Circles Café – We have refreshed the interior of our Circles Café for the coming season.

  10. A303 road scheme: Mrs Lewis reported APC’s response, previously circulated to members, had been submitted to Highways England. (See appendix 1). The Clerk tabled a letter that had been received that day from Highways England. Members noted APC’s letter had been referred to Highways England’s High Level Correspondence Team to address within 15 working days.
  11. Improving opening hours of toilets at the Coach House: (File note on meeting with NT on 21 February 2017 previously circulated to members and see appendix 2). The NT had reported the Coach House toilets would be open for an extended period when the food outlet was open. Mr Stacey reported Ms Hosie was in the process of sourcing the plans for the toilets and she had advised that it might be possible to gain access to the refurbished toilets in the next week. Mr Stacey said he could then arrange an on-site meeting with a toilet system provider who could offer advice. A member of APC suggested asking the NT for funding to run the toilets out of hours.
  12. Housing Needs Survey: nothing to report, item deferred to next meeting.
  13. Defibrillator for Avebury: Mrs Lewis reported
    1. MAB Grant Application Form and funding options: a further pledge of £500 had been received from Henge Shop to add to £900 from Community Shop and £450 from APC. Mrs Lewis was waiting to hear from Greene King for a donation but it was apparent APC could fund the defibrillator without going through MAB. It was resolved APC make a contribution of £450 toward the project in combination with £450 from others and to rescind the decision made at full Council meeting on 6 December 2016 item 12. to apply to MAB for funding. Proposed by Mrs Paradise, seconded by Mr Stacey and carried unanimously.
    2. Planning consent: the enquiry form had been submitted to WC to find out if planning permission would be required for attaching a defibrillator to the outside wall of the Social Centre. Fees for such enquiries were waived for Parish Councils and therefore there was no charge for the service.
  14. ACSReC: Mrs Paradise reported on 1 March ACSReC Committee meeting
    1. Renewal of sports-field lease: next meeting scheduled for 20 March with Ms Catherine Hosie (NT Estate Manager) and Mrs Eva Stuetzenberger (NT Visitor Engagement and Enterprises Manager). Ms Hosie was planning to produce a copy of Alexander Kieller’s Will at the meeting. The purpose of the meeting was to discuss fundraising and activities on the field that would be covered under the new lease. Ms Hosie had agreed that selling coffee could be a permitted activity.
    2. Repairs to the Sports Pavilion roof: Mrs Paradise would be contacting Dolman Building Surveyors, who had carried out the recent survey of the Pavilion, to acquire the details of a contact to do the patch repair work on the roof. The wood on the front step of the Pavilion would also be repaired. Mrs Paradise was pleased to report new guttering had been installed on the building.
    3. Banking: Mrs Lewis said bank statements would be sent to APC when transactions had occurred on the account.
    4. Noticeboard: nothing further to report.
    5. Fundraising: Teas for Tourists had been scheduled for 30 April and any help with the fundraising event would be very welcome.
    6. PAT Test: Mr Brotheridge reported the annual PAT test had been carried out on 6 March, one item (the tall space heater) had failed and would be removed from the building. It was noted ACC had suffered £2,000 damage to their nets in storm Doris.
  15. Local issues including:
    1. Re-lining sewer from Avebury to East Kennett: Mrs Lewis reported the work was ongoing.
    2. Community Right to Bid: URC Chapel: the Clerk reported APC’s Community Right to Bid Application had been submitted to WC (previously circulated to members and see appendix 3). It was resolved to ratify the decision to submit the application that had previously been put on hold. Proposed by Mr Stacey, seconded by Dr Bedford and carried unanimously. Action: item to be put on annual Village meeting agenda for 25 April.
    3. Beckhampton notice board: the Clerk reported she had instructed Mr John Giles to inspect the notice board and carry out any repairs.
    4. Payphones consultation: no further communication received / deferred to next meeting.
    5. New Perspex for Swindon Road bus shelter: the Clerk reported she had instructed Mr John Giles to inspect the bus shelter and that he was due to report back to her shortly.
    6. Leaf sweeping in the High Street and Church Walk: ordered and completed
    7. Jetting of culvert in Beckhampton:
  16. Communications: Mrs Lewis stated the February Headlines had been submitted for March/April edition of UKN.
  17. Correspondence: Mrs Lewis reported:
    1. CPRE Wiltshire had invited the Parish Council to take part in the best kept village competition. In discussion members decided to decline the invitation.
    2. Unitary and Parish Elections were taking place on 4 May 2017
    3. Race to the Stones 2017 event would be taking place on 15th and 16th July with an estimated 2,500 participants.
    4. Great West Way Conference 30 March 2017 (Chippenham, 9:30 – 16:00). Members had recently attended a Great West Way update and decided not to put forward anyone for the conference.
    5. Police Report March 2017 reported a theft of fuel from a farm in Avebury Trusloe. Ms Service reported she had also had oil stolen but had not reported it to the police.
  18. Finance and admin: Mrs Lewis reported:
    1. VAT rebate received for £1,089.27 on 9 February 2017
    2. Training for Councillors: to be arranged by Mrs Lewis in the next few months.
    3. Confidential item: the Clerk left the room temporarily. It was resolved to approve the confidential minute on item on Clerk’s terms and conditions of service at meeting on 7 February 2017. HSBC standing order: An amendment to the existing standing order was signed by the Mrs Lewis and Dr Bedford for Clerk’s basic salary to be increased to £216.67 per month. Proposed by Mrs Paradise, seconded by Mrs Lewis and unanimously agreed.
    4. Review of Financial Regulations, Standing Orders and TOR of Committees: it was resolved to update the Standing Orders at item 26.i. Finance. to change the last sentence to ‘…payment shall be authorised by the Clerk’. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
    5. Ordering System: in progress by Mr Stacey and Mr Williamson
    6. Emergency Plan: in progress by Mrs Lewis and Mrs Farthing
    7. Note on Reserve Funds dated 1 March 2017 was tabled and received. (See appendix 4).
    8. The approved minutes of ACSReC meeting 1 February 2017 to be received. (See appendix 5).
    9. The approved minutes of Transport Group meeting 8 March 2016 was tabled and received. (See appendix 6).
    10. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mrs Paradise, seconded by Mr Brotheridge and carried unanimously. Cheques were signed by Mrs Lewis and Dr Bedford.
      1. Erlestoke House Farm Shop: new planter                               £60.00
      2. SSE Southern Electric: electricity for Pavilion 23 Nov 2016 – 24 Feb 2017 (including VAT)                                                               £95.11
      3. Wiltshire Council: CATG Contribution to the implementation of the speed limit extension                                                               £750.00
      4. Liz Moore: Clerk’s overtime and expenses: 22 January – 21 February 2017 + backdated salary increase from 2 December 2016 and expenses                                                                          £351.82
  19. Date of next meeting: 7:30pm on Tuesday 4 April 2017 at the Social Centre.
  20. Annual Village meeting: 7pm on Tuesday 25 April 2017
  21. Any other business: a member had noted the SE quadrant of the Henge was in a poor state of repair. The Clerk advised the query should be directed to the NT.
  22. The meeting closed at 9:25pm

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

  1. APC’s response to A303 Road Scheme
  2. File note on meeting with NT on 21 February 2017
  3. APC’s Community Right to Bid Application for the URC Chapel
  4. Note on Reserve Funds dated 1 March 2017
  5. Minutes of ACSReC meeting 1 February 2017 (not seen by the meeting but added subsequently)
  6. Approved minutes of Transport Group meeting 8 March 2016

7 February 2017 Ordinary Meeting : Minutes

Avebury Parish Council

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

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

Time Started: 19:31

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

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

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

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

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

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

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

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

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

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

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