4 September 2018 Ordinary Meeting : DRAFT Minutes

Avebury Parish Council

Draft: minutes of an ordinary meeting of Avebury Parish Council held on Tuesday 4 September 2018 at the Social Centre, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, CATG for Community Area Transport Group, EH for English Heritage, KVH for Kennet Valley Hall, FWO PC for Fyfield and West Overton Parish Council, NT for the National Trust, PC for Parish Council, SWAST for South Western Ambulance Service Trust, TG for Transport Group, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Present: Councillors Mr Stephen Stacey (Chairman), Mrs Maggie Lewis (Vice-Chairman), Mr Ben Butler, to item 12 / part-way through item 11 Mr Terence O’Connor, from item 18 Mrs Lynzey Paradise, Mr Paul Ryder-Morris and Ms Zandria Service.

In attendance: Miss Liz Moore (Clerk).

Time started: 19:35

  1. Public question time: there were no members of the public present.
  2. Welcome and introductions to new members: the Chairman warmly welcomed Mr Paul Ryder-Morris as a new member, thanked him for volunteering for a second time and said that the PC looked forward to his contributions.
  3. Apologies: Councillors Dr Mike Bedford (Vice-Chairman), Mrs Lynzey Paradise, Mr Andrew Williamson and apologies received but not read at the meeting from Mrs Jane Davies (Wiltshire Councillor).
  4. Declarations of interest: none declared.
  5. Minutes of meeting held on 3 July 2018: unanimously agreed as an accurate record. Proposed by Mrs Lewis and seconded by Ms Service.
  6. Matters arising from the minutes:
    1. Min ref. 1.b.i. New ‘reduce speed now’ sign at Beckhampton: it was noted that there was no further information on the sign.
    2. Min ref. 1.d.i. Damage to Play Area fencing: it was noted that the damage referred to a top wire on an old part of the fencing above the Play Area Signs. The Clerk said that she had asked the contractor who had recently installed the new fencing to carry out repairs to tighten the top wire.
    3. Min ref. 1.f.i. Rental fees of AHA garages: the Clerk confirmed that she had emailed residents’ feedback to AHA and it had been passed to the organization’s Garages Manager.
    4. Min ref. 11.e. Re-surfacing of footpath 22: it was agreed to keep putting pressure on WC to re-surface the footpath as soon as possible and noted that the area was very difficult for wheelchair users to navigate.
    5. Min ref. 11.j. Play Area weedkilling: Mr Butler said that the request was on his do to list and he would action it now that the rain was encouraging the weeds to grow.
  7. Planning applications:
    1. Application for Listed Building Consent at The Great Barn, National Trust Shop, High Street, Avebury SN8 1RF for rebuilding of gantry to front elevation of NT shop using original structure and materials. Ref: 18/07782/LBC. The plans were considered and it was resolved to support the application. Proposed by Ms Service, seconded by Mr O’Connor and carried unanimously.
    2. Application for Listed Building Consent at Trusloe Farmhouse, Frog Lane, Avebury Trusloe SN8 1QS for proposed flue. Ref: 18/07622/LBC. The plans were considered and it was resolved to support the application. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
    3. Application for Full Planning Consent for installation of LPG tank as an exchange for an old oil tank at Jasmine Cottage, West Kennett SN8 1QF. Ref: 18/06549/FUL. The plans were considered and it was resolved to support the application. Proposed by Mr Ryder-Morris, seconded by Mr Butler and carried unanimously.
    4. Application for work to trees in a conservation area. Proposal: 2 Leylandii / conifers to be felled at High Trees, Bray Street, Avebury SN8 1RA. Ref: 18/07149/TCA. The Clerk reported that she had requested more time to consider the application but had not heard back from WC and had therefore submitted a response of ‘no comment’ / no objection provided that the applicant honoured a commitment in section 5 of the application to plant new trees. It was noted that the two conifers were situated between two buildings.
  8. Transport Group: the Chairman stated that a meeting with Steve Hinds (WC Highways) was planned for the 19 September, organised by WHS Officers on behalf of the TG, and that the purpose was to discuss road safety in Avebury and adjoining Parishes for all road users of the A4 and A4361. It was noted that Berwick Bassett, Winterbourne Monkton and FWO Parish Councils were very much interested in a holistic approach and joint effort for achieving traffic calming on these roads. The Chairman explained that at the meeting the PC would revisit the summary records from the exhibitions and identify projects that could be passed through the AWHS Transport Strategy. Mr Butler expressed concern about a recent accident between vehicles on the A4361 turning into Avebury Trusloe. It was noted that no-one had any further information about the incident. It was noted that the TG was due to meet at 19h on 19 September and would review outcomes of the meeting with Steve Hinds earlier in the day.
  9. Solstice Planning: the Chairman invited Ms Service to provide a report on the 5 July ‘washup’ meeting. Ms Service explained that the general feeling was that  Solstice had not been widely attended. She said that some of the issues raised included concern about how different Solstice had become because of cuts in Police funding and that there was a general acceptance that illicit parking would occur again if policing of entrances was not going to happen. Ms Service recommended that the PC draw up a list of four to five things to ask for in preparation for the stakeholders’ meeting in the autumn and listed the following items: (i) a Police presence in Avebury Trusloe (ii) an accredited Community Officer in Avebury Trusloe (iii) more cones and positioned closer together. Several further points were raised and discussed by members. Mr Ryder-Morris questioned why Solstice should be made difficult for people to attend and asked about the possibility of having a park and ride. He added that the PC could monitise Solstice to raise money for the Parish and suggested selling refreshments from the Social Centre. Mr O’Connor said that the parking problem was linked to Stonehenge and would only magnify because many people were not prepared to pay to attend Solstice at Stonehenge. In discussion members felt that one solution might be to open up a field and have a properly managed parking area run by the NT so that visitors could then be directed to that area. It was noted that there was a risk that Avebury might become an overflow for those not wishing to pay to visit Stonehenge and that the event needed to be managed and enjoyed responsibly. The Chairman said he would raise the idea of a managed event with the NT at his next meeting on 26 September. It was suggested that the Clerk might write to the Police to express the PC’s concern that without proper funding and management, Solstice was an accident waiting to happen and to press for (i) a Police presence in Avebury Trusloe (ii) an accredited Community Officer in Avebury Trusloe (iii) more cones and positioned closer together. [The Clerk to find out the cost of having an accredited Community Officer in Avebury Trusloe for one day].
  10. National Trust: items for quarterly review including future use of High Street Car Park and Coach House Toilets. The Chairman said that he had met that day with Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) who had explained that the NT were well aware of the need for maintenance in the High Street Car Park but that dealing with the flooding of the café had had to take precedence. He added that in his discussion with Mrs Tomlin, better signage for car parking had been discussed and that potential solutions he had suggested included: (i) existing car parking signs on the A4361 should state distance to the nearest car park (ii) a temporary A-board at the entrance to the main visitor car park could be installed as the car parking sign on the opposite side of the entrance was currently obscured by trees. The Chairman said that the NT was content with the Coach House Toilets being open for longer hours when the food outlet was open as the food outlet was currently doing a good trade. It was noted that Mrs Tomlin had reported that a footpath sign was broken on the road to Yatesbury. In discussion Mr Butler identified the sign as being one that had probably been taken out by a vehicle cutting the corner. Mrs Lewis said that she would pass the information to her husband who was Secretary of the Wiltshire Ramblers Association. Mr Ryder-Morris added that a fence was down along a footpath behind West Kennett House in West Kennett. The Chairman to inform the NT.
  11. Defibrillator for Avebury Trusloe: Mrs Lewis reported that a second defibrillator had been successfully installed in the ‘phone box in Avebury Trusloe and that a small article to notify the public had been included in the Gazette and Herald newspaper published Thursday 30 Aug 2018. Mrs Lewis reminded members that although the defibrillator was easy to use, the PC was obliged by SW Ambulance Trust to run annual defibrillator training. In discussion it was agreed that the ‘phone kiosk should be kept free of advertising and posters and that it would be a good idea to have a third defibrillator outside ASSC because the location would be close to the Sports Field. [At item 20 Mrs Paradise said that she would put the idea to the next ASSC Committee meeting].
  12. Local Issues including:
    1. Dog fouling: an investigation into the cost of a dog bin and associated services was in progress. Mrs Lewis to provide a report at the next meeting.
    2. Removal of graffiti and re-painting Beckhampton bus shelter: it was noted that the work had yet to start.
    3. Request for repairs to road mirror in Beckhampton: Mrs Lewis reported that the existing mirror had been put in place by a former resident of Durran House. In discussion it was not clear if the mirror should be replaced like for like or whether a smaller mirror would suffice. Members noted that a small convex mirror would cost approximately £83.00 and it was therefore resolved to purchase a new mirror on provision that the cost did not exceed £200. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously.
    4. AHA tree and rubbish reported to Aster: the Chairman reported that following an on-site meeting with Messrs Butler to look at the state of the nursery site, the PC had been emailed AHA but had since learnt that there was a delay in AHA actioning work due to an AHA email having been sent internally to a person who had left the company.
    5. Uprooted 30 mph sign on A4361 reported to Wiltshire Council online: the Chairman stated that the sign had been put back in place.
    6. Fire hydrant marker sign on verge at Avebury Trusloe/A4361 junction: members noted that the missing sign had been reported to Wiltshire Council online and subsequently to fire department as it was the latter’s responsibility for fire hydrant marker signs.
    7. Estimates for repairing two benches on footpath connecting Church Walk to Bray Street and refurbishing and applying wood preservative to all six wooden benches: members noted one quotation had been received and a further two estimates needed. Item deferred to next meeting agenda. The Chairman read out a letter received from the former Chair of the now defunct Millennium Committee urging the PC to repair the two benches on footpath 22 and the request was duly noted by members.
    8. Community Shop Notice Board repairs: the Clerk reported that Mr Rendle would be installing a butterfly clip / non-locking latch to the notice board very soon.
    9. Playground: further investment proposal: In discussion it was noted that the baby swing had been reported broken by a member of the public on 3 September and that the person who had reported the issue had travelled from outside the Parish to use the baby swing for their 2 year old child. Mr Butler stressed that the Play Area was well used by families. There was further discussion on whether the baby seat should be replaced or removed and it was resolved that the Clerk contact Wicksteed to seek their advice and authorize repair work if possible.
    10. National Beacon Event 11 November: the Chairman stated that members were invited to take part in the National Beacon event and read out part of an email received from Jan Tomlin ‘..National Trust sites across the country will be supporting a national Beacon Event on 11 November 2018 to mark the centenary of the end of the First World War.  These evening events will be for all in the local community, and I’d like to invite Avebury Parish Council to be involved in the event we’re hoping to organise by doing one of the readings at the lighting of the beacon..’
  13. Parish Steward Priority Sheet: the Clerk reported that job requests for September included: checking and clearing culverts and drains in the High Street, patch repair part of the footpath next to the pumping station on Church Walk and filling of two pot-holes in middle of the road half-way along the Avenue. Members requested that the following additional works be added to the list:
    • checking and clearing of a drainage channel that was located in the verge, halfway along the road in Beckhampton.
    • filling of potholes in the road surface near Horseslip Bridge (on the way to Windmill Hill) and outside Braystreet Cottages and Bannings Yard as the length of that entire road was part of the Sustrans Cycle track.            [Clerk to re-log request with WC for bulb in bracket lamp attached to the Post Office to be replaced].
  14. Play Area: the Chairman reported:
    1. mandatory annual inspection of Play Area was booked with RoSPA for September.
    2. existing provision of activities for children and adolescents was discussed in brief and it was agreed to invite Wicksteed to an on-site meeting to offer ideas and advice on the Play Area [and then to seek the views of the Parish]. It was also agreed that the PC might aim to work more closely with organizations such as Motiv8.
  15. Emergency Planning: Mrs Lewis reported:
    1. work was being carried out by Mrs Lewis and Mrs Farthing to update the Emergency Plan.
    2. location of salt bins was being documented and that WC would be advised of any that needed replenishing.
  16. Communications: the Chairman stated that the PC’s July 2018 Headlines had been submitted for the August edition of UKN and a separate update included in the September edition of UKN.
  17. Correspondence: the Clerk reported that the following correspondence had been received (in addition to community information already published on the PC’s web site).
    1. Police report for August (not seen by the meeting but added subsequently and see appendix 1).
    2. A303 Highways England supplementary consultation: members noted that the supplementary consultation had had a very short consultation period and had not addressed any of the PC’s original concerns. The PC had been copied into the Avebury Society’s response to Highways England supplementary consultation and the email previously circulated to members (see appendix 2).
    3. Wiltshire Council Electoral Review: the Clerk reported that the Local Government Boundary Commission for England had commenced an electoral review of WC and was seeking views on future division boundaries for the Council (information previously circulated to members and please see the Community Shop Notice Board or the following web site: https://consultation.lgbce.org.uk.). It was noted that the first phase of the consultation closed on 5 November 2018 and that members would need more time to put together a response. Action: item to be put on to next meeting agenda.
    4. Community Led Housing Stand in the Atrium at County Hall, Trowbridge on Tuesday 11 September 10 – 2pm.
    5. Great West Way: free event in the Town Hall, Marlborough at 6 pm on Wednesday 19 September.
    6. Sculpture exhibition in Avebury Manor Gardens 1 Sept – 7 Oct and leaflets from the NT were tabled.
    7. Wiltshire Community Foundation Funding Conference – Tuesday 16 October, Devizes £14 p/p: it was noted that the day would include information from local and national funders, guidance on writing grant applications, funding strategy, where to find income and marketing. 
  18. Finance and admin including:
    1. Web development: a photograph was taken of new member Mr Ryder-Morris for publication on the contacts page.
    2. The Clerk reported that she was going to attend a free training event on 12 September entitled ‘Community Organising’.
    3. Cheques for ratification: it was resolved to ratify the following cheques that had been raised on 24 July 2018. Proposed by Ms Service, seconded by Mrs Lewis and carried unanimously.
      1. Chris Gale: preparation and painting of ‘phone kiosk in Avebury Trusloe                                                                            £200
      2. Liz Moore: Clerk’s overtime and expenses for the period 22 June – 21 July 2018                                                                         £312.77
    4. Cheques for payment: it was resolved that the following cheques by paid. Proposed by Ms Service, seconded by Mr Butler and carried unanimously.
      1. C.S.Electrical Engineers and Consultants Ltd: fit and connect defibrillator unit to existing electrical supply in telephone kiosk located in Avebury Trusloe      (including VAT)                                      £126
      2. WALC: 3 x copies of The Good Councillor’s Guide plus p&p    £12.87
      3. Liz Moore: Clerk’s expenses for the period 22 July – 21 August 2018                                                                                           £35.75
  19. Date of next meeting: 7:30pm on Tuesday 2 October 2018                                   [apologies received from Mrs Lewis].
  20. Any other business:
    1. ASSC: Mrs Paradise reported that the NT had yet to form an opinion on ASC’s Design and Access Statement for the new Pavilion however ASC was planning to sell roof tiles at Avebury Day (parishioners can sponsor a roof tile). Mrs Paradise was updated on the discussion that had taken place at item 11 and she agreed to bring the idea of having a third defibrillator outside ASSC to the next ASSC Committee Meeting.
    2. Mr Butler reported that Dr Josh Pollard had finished a recent archaeological dig in Avebury Trusloe and that it was unfortunate the PC had received such short notice about the event. It was noted the PC would be sent a paper concluding the finds and that Dr Pollard had kindly offered to talk to the Community about the project.
  21. The meeting closed at 21:34

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

  1. Police Report for August 2018
  2. The Avebury Society’s response to Highways England supplementary consultation