3 Feb 2015 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 3rd February 2015 at the
Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, AHA for Aster Housing Association, ASA for Avebury Sports Field Association, AWHS for Avebury World Heritage Site, CATG for Community Area Transport Group, DCLG for Department for Communities and Local Government, EA for Environment Agency, EH for English Heritage, LGA for Local Government Act, MAB for Marlborough Area Board, MADT for Marlborough Area Development Trust, MDNIA for Marlborough Downs Nature Improvement Area, NT for the National Trust, OFWG for Operational Flood Working
Group, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:35

  1. Paul Dixon: Members expressed great sadness at the death of Paul Dixon on 17 December and remembered his many valuable contributions to the work of the Council, his commitment to others, and his sense of fun. Members kept
    a silence before the meeting to remember him.
  2. Public question time: There were no members of the public present.
  3. Present: Councillors Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Maggie Lewis (Vice-Chairman), Mike Daniel, Keith Howell, Antoinette Kremer and Zandria Service.
    In attendance: Miss Liz Moore (Clerk).
  4. Apologies for absence: Councillor Paul Ryder-Morris and Wiltshire Councillor Mrs Jemima Milton.
  5. Declarations of interest: Mr Daniel declared an interest as the applicant for the planning application under item 9a.
  6. Minutes of meeting held on 2nd December 2014: Unanimously agreed as an accurate record.
    Proposed by Mr Howell and seconded by Mr Daniel.
  7. Matters arising from the minutes: Covered in the main agenda.
  8. Membership: Members agreed they would like to find a way to commemorate Paul Dixon and took decisions later in the meeting (see item 13c). The Chairman provided a card for members to sign and give to Mrs Dixon.
    The Chairman reported the Clerk had posted a notice of a casual vacancy on the Parish Council on all five notice boards on Friday 16 January 2015. The Chairman said if sufficient requests were received to hold an election, the date of the election
    would be notified to APC by WC. If there were no requests to hold an election, then APC would be contacted after the 5 February 2015 to confirm that APC could proceed to co-opt a new Councillor.
    In case of no requests, members considered APC’s priorities / profile for a co-optee and agreed it would be good to have Rawlins Park represented.
  9. Planning applications and results:
    1. Change the use from a dwelling to a Bed and Breakfast at Dorwyn, Swindon Road, Avebury SN8 1RH Ref:
      14/07561/FUL. Mr Daniel left the room for the above application. Plans were tabled and considered. In discussion members felt there was a need for more tourist accommodation in Avebury and the property offered lots of space and parking for guests. Members unanimously agreed to support the application. Proposed by Mrs Kremer and seconded by Ms Service. Mr Daniel rejoined the meeting.
    2. Results: There were several planning applications and notifications for work to trees in the Conservation Area in the month of December; however members had declined to comment. The Clerk read out the individual applications and results:
      Notifications of work to trees in a Conservation Area at:

      1. West Kennett Farm, Marlborough ref: 14/11348/TCA,
      2. South East Sector, Avebury Henge, Green Street, Avebury ref:14/11795/TCA,
      3. North East Sector, Avebury Henge ref: 14/10218/TCA,
      4. The Lodge, High Street, Avebury ref: 14/12022/TCA,
      5. Avebury Manor, South Drive, High Street ref: 14/11650/TCA,
      6. Vine Cottage, South Street, Avebury Trusloe ref: 14/11525/TCA.

      WC had raised no objections to the above tree works.

  10. Flood Group: Mrs Lewis reported:
    1. Beckhampton Bridge was freed of silt, the work having been competed on 2 December 2014.
    2. mud and water in Beckhampton Lane was still an issue and finding a solution to the problem was more complicated as the track had been confirmed as a byway. WC was responsible for Rights of Way. Sarah
      Simmonds (WHS Officer) had advised the track must be looked at by the County Archaeologist prior to any works taking place.
    3. storage/distribution of gel sacs and salt: Mrs Lewis had charge of the gel sacs and salt bags were now in situ in Mr Paradise’s shed.
    4. request by Mrs Geraldine Wimble (Bray Street) to check and clear under New Bridge, over the A4361.To be actioned by Mrs Lewis.
    5. jetting of culvert at end of High Street had been completed 9 January 2015 and the engineers had also cleared the pipe up the field.
    6. she had not attended the OFWG meeting 17 December 2014
    7. applications for the WC Repair and Renew Grant for those households flooded last winter had to be submitted by individual households and received by 28 February 2015.
  11. Stonehenge and Avebury WHS Management Plan: the Chairman reported the document had been published for consultation and response by the public and by APC (previously emailed to members). The final date for comments was 1 March
    2015. See: http://consult.wiltshire.gov.uk/portal/spatial_planning/whs/stonehenge_and_avebury_whs_management_plan_2015
    The Chairman said the Parish Council was not due to meet again until 3 March which would be after the closing date for comments, and offered the option of an additional extraordinary meeting before then. The Chairman tabled a copy of the WHS Management Plan and his draft suggestions for comments on the draft plan. (See appendix 1). The Chairman stated the plan contained much valuable
    material. It included a number of provisions to promote and protect the interests of the community but more emphasis could be given to this aspect, especially as this should help to improve a two-way communication process between the community and the WHS. In discussion, members very much agreed with the Chairman’s points and Ms Service thanked him for looking at the plan in detail and putting forward a thorough set of suggestions. It was unanimously agreed APC adopt the Chairman’s suggestions and the document be submitted to WHS Officers as APC’s response. Proposed by Mr Howell and seconded by Ms Service.
  12. Transport Issues:
    1. Sign-off of WHS Transport Plan and Design Guide: the Chairman reported final sign-off was now with WC.
    2. Public meeting about the WHS Transport Strategy: APC had invited Sarah Simmonds (WHS Officer) and Laura Gosling of Highways to present the WHS Transport Strategy to the public in the New Year. The Chairman reported that Laura Gosling and possibly another Highways representative would be able to attend and that the suggested dates were either 6.30pm on Thursday 19 March or 6.30pm on Thursday 26 March. Most members indicated the 19 March as the preferred date.
      In discussion, members decided not to provide a copy of the WHS Transport Strategy to each household in the Parish due to cost. Instead, it was agreed a flyer advertising the public meeting be distributed to each household
      and a copy of the plan would be put in the Community Shop. The flyer would also state that an electronic copy was available on the APC web site. Mr Daniel offered to print the flyers. Members decided it would be better to use
      APC’s village meeting in April to ask for residents’ feedback regarding housing needs and poor mobile reception and that a questionnaire be given out. Action: Mr Daniel and the Chairman to put together the flyer for distribution
      during the first week in March and members to distribute the flyers. Ms Service and the Chairman would work on the questionnaire.
    3. parking in Trusloe: nothing further to report, deferred to next meeting.
    4. revised notice: resurfacing of A361 at Beckhampton and temporary closure overnight on Friday 11 February 2015: THE FIRS NORTH EAST TO A4 BECKHAMPTON ROUNDABOUT. To enable WC to carry out kerbing, carriageway patching, road marking and adjustment of ironworks. The works would take place over four nights from Friday 11th February 2015 from 19:00 to 06:00.
    5. Stables’ crossing and signage at Beckhampton racehorse crossing: the Chairman said there was nothing further to report and they were waiting for information from Mr Martin Cook (WC Highways Engineer). Mrs Lewis said the
      Stables had now provided fluorescent quarter sheets for horses, and their riders were wearing fluorescent jackets.
    6. replacement 30mph signs at New Bridge: the Chairman reported WC had installed two, new 30mph signs near the entrance to the NT main car park. One of the 30 mph signs at the entrance to the Avenue was no longer in situ, its posts had rotted and it had partly blown over, overhanging the carriageway.
    7. replacement of tarmac at the end of Green Street: there was nothing to report. The Chairman confirmed that the tarmac to be replaced was at the far end of Green Street, near to the dairy buildings.
    8. CATG meeting 8 January 2015: the Chairman said he had attended the meeting. He tabled a useful flow chart created by Andrew Jack (WC) that showed the online issues process. (See appendix 2).
    9. Footpath 22: the Chairman tabled a recent letter that Avebury resident, Mr John Cronk, had received from Councillor John Thomson. (See appendix 3). The letter stated it was Mr Thomson’s intention to add Footpath 22 to the
      list of highway resurfacing schemes for the financial year 2016-2017. In discussion members felt it was a worthy project as lots of people used the footpath and, as it was susceptible to flooding and break up due to tree roots, there was indeed an argument for raising the path by about a foot in some places. Members also noted that APC had many other priorities and
      raised concern about which pot of money the funds for the project might come from. Action: the Chairman to send a copy of the letter to Dr Bedford so that the Transport Group might ascertain which budget the project related to.
  13. Local issues, including:
    1. Salt supplies: Mrs Lewis said she had let the Community Shop people know about the extra salt supplies and that it would be used on the pavement and road for the benefit of the shop’s customers.
    2. Developing Parish Council policy on walks and sporting events locally: APC’s general policy on charity and commercial runs and walks centred on Avebury was tabled [see appendix 2 of December 2014 minutes].
      The Clerk reported that one household had responded to the request in UKN for feedback (email previously circulated to members). In discussion, members felt it was reasonable for local residents to request an alternative meeting point,
      other than the Social Centre and specifically for early morning events. However, there were only about eight known walks that took place each year; several started from Rutlands Farm and it was not known how many started from the Social Centre.
      Mrs Lewis suggested that the main NT car park could be used as an alternative meeting point. It was subsequently agreed to update point 10 of the policy by adding the words highlighted in bold: ’10. Keep this policy under review, liaising with the National Trust and local residents as necessary’. Further to this amendment, it was unanimously agreed to adopt APC’s general policy on charity and commercial runs and walks centred on Avebury. Proposed by the Chairman and seconded by Mr Howell. Action: Clerk to update the policy document and circulate to members. Clerk to email
      the respondent to let him know APC’s policy had been updated and also to ask him which runs in particular created a problem.
    3. Re-instatement of hedge/fence between Glebe Field and Sports Field: the Chairman reported that further to a meeting on the 2 February, those present had agreed the following proposed works:
      1. The Orchard Group would postpone planting of the hedge until next autumn when the existing hedge would be coppiced after the bird nesting season by a number of volunteers
      2. A fence would be put up by the NT’s contractors whose labour costs would be met by ACC. Materials for the fence would be supplied by the Farthings.
      3. The whips would be temporarily heeled into a resident’s garden.
      4. In discussion, members felt it would be appropriate to plant a tree, perhaps with a plaque, in memory of Mr Paul Dixon, especially as he had been a member of ASA. The Chairman said he would find out more information from a person who had suggested that a Field Maple be planted in the boundary. Members agreed that this would be a good tribute to Paul and that they would personally, as opposed to APC, contribute to costs.
    4. Area Board: Avenue dig in Summer 2015: the Chairman reported the application for £625.00 he had submitted on behalf of APC to MAB (previously emailed to members) had been approved and that at the MAB meeting Mr Tony Isles of Tonic Construction had unexpectedly and generously pledged £500.00. This meant, including APC’s pledge of £200.00, the
      total target of £2,425 for the Avenue Dig had been achieved.
      The Chairman confirmed Southampton University as lead sponsor of the dig had been notified. Members ratified the decision by APC to submit an Area Board application for funding on behalf of the organisations running the Avenue Dig. [Decision not previously minuted]. Proposed by Mrs Lewis and seconded by Ms Service.
      The Chairman would be meeting shortly with Jane Brunning, the original initiator of the funding scheme, and Southampton University and the National Trust to sort out details.
    5. Repairs to Beckhampton bus shelters: Mrs Lewis announced the WC owned bus shelter had been successfully installed the previous Wednesday but a light was not working. Dr Bedford said he had recently witnessed a car sliding sideways past the bus shelter and members wondered how long the shelter would remain in one piece. Members also noted that it looked as
      if works were in progress on the concrete bus shelter. Action: Mrs Lewis to email WC regarding the light and the Clerk to contact Mr Peter Swatton for an update.
    6. Repairs to Trusloe notice-board: Mrs Kremer reported that she and a neighbour had that day inspected the repairs to the notice-board by John Giles of Elysium Woodworking Ltd. and were very pleased with the results.
    7. Avebury Rocks 2015: no further update from the organisers.
    8. Progress on High Speed Broadband: the Chairman reported that fibre optic cable had been installed from the Avenue to a manhole by the Red Lion and from the Social Club to the Trusloe turning. Members were not sure if the fibre cable had been connected yet to the nearest cabinet but noted that copper wires would run from the cabinet to residents’ homes. The Chairman said that commissioning / testing would take about six weeks once the fibre had been connected to the cabinet.
      [Mr Daniel left the room briefly].
    9. Waggon & Horses to Silbury Hill footpath: Mr Howell said that Mr Michael Crook (WC) had been off ill and there was nothing further to report. Mr Howell reported that he had spoken to landowner, Mr Robin Butler and contrary to
      WC, Mr Butler was quite happy for the footpath to be created, provided it did not encroach on his land. Action: Mr Howell will work with Dr Bedford to link the project into the Transport Plan.
    10. Sarsen Trail Sunday 3 May: reminder.
  14. Donations to charitable organisations: Not yet actioned, deferred to next meeting.
  15. Communications:
  16. Correspondence: (received by email unless otherwise indicated). The Clerk reported she had received:
    1. changes to Connect2 Wiltshire bus services in Kennet Valley and Calne Areas: new timetable published on APC web site.
    2. Wiltshire Open Spaces Study: request to update parish map. The Chairman reported the map sent by email was incorrect; it was not possible to update the document online and he was still waiting for the project leader to get
      back to him.
    3. work to trees application process advice from WC (letter tabled dated 4 December 2014 and previously emailed to members). Members noted there were two types of applications for works to trees. (See appendix 4).
    4. Defra funding petition from ACRE. See: http://epetitions.direct.gov.uk/petitions/73418 The government was no longer planning on withdrawing funding from ACRE (Action with Communities in Rural England). ACRE supports many aspects of rural life, particularly through local Community Councils.
    5. WALC December Newsletter: (i) Social media tools for Communities (useful document provided with list of web sites) and (ii) New Local Councils Award Scheme: APC could apply for the Foundation Award.
    6. invitation from Jane Scott (WC Leader) to attend public meeting ‘Setting the 2015 Budget for WC Services’
      3 February 2015 in Devizes.
    7. Public Consultation on cost of policing 2015 – 2016: (closed 4 February 2015). Possible increase of £3.06 per year or 6p per week, for the average home (Band D property).
    8. North Wessex Downs AONB Management Plan 2014 – 2019 had been published see:
      http://www.northwessexdowns.org.uk/About-Us/aonb-management-plan.html
    9. Splash Charity had merged with Community First and would now operate under their Youth Action Wiltshire umbrella.
    10. letter from Wiltshire Citizens Advice: request for donation
    11. letter from Victim Support: request for donation
    12. Oil Buying Club: introductory letter see http://www.oilbuyingclub.com
  17. Finance and admin:
    1. Members to resolve to add a new cheque signatory: Members asked Mrs Lewis, as Vice Chairman, if she would become a cheque signatory and Mrs Lewis duly accepted. The resolution contained in the HSBC mandate was
      tabled and formally approved by all (see appendix 5). Proposed by Ms Service and seconded by Mrs Kremer.
    2. Letter from The Pensions Regulator: Dr Bedford to action a letter received by The Pensions Regulator regarding the Clerk’s entitlement to automatic enrolment onto a pension scheme.
    3. VAT: the Clerk reported she was in the process of reclaiming £468.23 and she expected this to be credited to APC’s account before the end of the financial year.
    4. General authority to pay mileage expenses to the Clerk and members: decision deferred from December 2014 meeting. In discussion, members resolved to pay mileage expenses to the Clerk and members at the current HMRC figure [for cars] at 45 pence per mile up to 10,000 miles and with immediate effect. Proposed by Dr Bedford and seconded by Mrs
      Kremer.
    5. Councillor Training: Mrs Lewis said she was making good progress in organising a date and there was interest from other Parish Councils.
    6. WALC AGM 27 January 2014: the Clerk said she had been unable to attend.
    7. The Clerk reported DCLG had advised that the sum for the purpose of Section 137(4)(a) of the Local Government Act 1972 for local councils in England for 2015-16 was £7.36.
    8. Cheques for payment: It was unanimously agreed that the following cheques be paid.
      1. ACC: grass cutting on the Sports Field at Avebury £231.06
        (11th April 2014 – 31st May 2014)
      2. Liz Moore: Clerk’s overtime and expenses: December 2014 £160.30
      3. Elysium Woodworking: materials cost for repairs to Trusloe notice board £40.00

      Cheques signed by the Chairman and Dr Bedford

  18. Date of next meeting: 7.30pm on Tuesday 3rd March 2015.
  19. Any other business:
    1. Snooker table to be replaced by a new kitchen at Avebury and District Club: the Clerk reported a snooker table that had been used by many generations of local people was to be replaced.
    2. Tim Lewis would like to survey footpaths in the Parish: Mrs Lewis said her husband was a keen rambler and would like to survey the footpaths in the Parish. The Chairman gave Mrs Lewis a hard copy map detailing all the footpaths and rights of way in the Parish. Dr Bedford and Mr Howell in their capacity as Footpath Councillors to offer further assistance if needed.
  20. The meeting closed at 21:34

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

  1. Suggestions for APC discussion on draft WHS Management Plan
  2. CATG Flow Chart depicting On-line Issues Process
  3. Letter to Mr John Cronk from Mr John Thomson (WC) ref. Footpath 22
  4. Work to trees application process advice from WC
  5. Resolution contained in HSBC Mandate Form (section 5)

8 Jan 2016 Transport Meeting: RESCHEDULED to 18 January

TONIGHT’S MEETING HAS BEEN RESCHEDULED TO 18 JANUARY, 8PM AT THE SOCIAL CENTRE.

Avebury Parish Council

A meeting of the Transport Group Committee of Avebury Parish Council will be held in the Social Centre, High Street, Avebury SN8 1RF at 7pm on Friday 8th January 2016.

All members of the public are welcome to attend.

Mike Bedford, Vice Chairman Avebury Parish Council,

Liz Moore, Clerk to Avebury Parish Council, 31 December 2015

Agenda

  1. Apologies for absence
  2. Declarations of interest
  3. Acceptance of minutes of 19th November 2015
  4. Actions from minutes
  5. Report from Dr MB and AW on 5 January 2016 meeting with Wiltshire Council’s Chairman of Highways Cllr Philip Whitehead and Highways Engineer Dave Thomas including:
    1. Incorporating AWHS Transport Strategy into WC Highways policy
    2. Update on the proposal for a 30 mph limit in Avebury on A4361
    3. Lowering the current national speed limit to 40 mph on A4361 and how this will affect the speed limit into Avebury Trusloe
    4. Add-on solutions outside of the WHS Transport Strategy including signs and double white lines
  6. Report from AW on CATG meeting 17 December 2015 including progress on design and costing work for the A4 proposals at Beckhampton and West Kennett
  7. Footpaths – Tim Lewis
  8. Signage Audit
  9. Parking in Avebury Trusloe
  10. Any other business
  11. Date of next meeting

2 Dec 2014 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 2nd December 2014 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, AHA for Aster Housing Association, ASA for Avebury Sports Field Association, AWHS for Avebury World Heritage Site, CATG for Community Area Transport Group, EA for Environment Agency, EH for English Heritage, LGA for Local Government Act, MAB for Marlborough Area Board, MADT for Marlborough Area Development Trust, MDNIA for Marlborough Downs Nature Improvement Area, NT for the National Trust, OFWG for Operational Flood Working Group, SSE for Scottish and Southern Electric, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:30

  1. Public question time: There were three members of the public present. No questions were asked.
  2. Present: Councillors Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mike Daniel, Paul Dixon, Keith Howell, Antoinette Kremer and Zandria Service (part way through item 9b. onwards).
    In attendance: Miss Liz Moore (Clerk).
  3. Apologies for absence: Councillors Maggie Lewis (Vice-Chairman), Paul Ryder-Morris and Wiltshire Councillor Mrs Jemima Milton.
  4. Declarations of interest: None declared.
  5. Minutes of meeting held on 4th November 2014: Ms Service had previously requested by email and at the meeting that the first sentence of item 10a. viii. starting ‘Ms Service reported that…’ and ending ‘…traffic through Trusloe’ be deleted and replaced by the words: ‘Ms Service noted that the large new barn complex at the Windmill Hill turning had inevitably increased heavy lorry traffic at times through Trusloe. It was hoped tree planting on the Avebury side of the barn would help improve the visual and noise impact.’ It was unanimously agreed to change the minute. Proposed by Mr Dixon and seconded by Dr Bedford.
    Members unanimously agreed to adopt the amended minutes as an accurate record. Proposed by Mr Dixon and seconded by Mr Howell.
  6. Matters arising from the minutes:
    1. Re-instatement of hedge/fence between Glebe Field and Sports Field: (Min ref. 11a.). The Chairman reported that the Orchard Group had 420 whips of native species to spare and had asked whether APC would object to the hedge/fence being re-instated free of charge. The Chairman said he understood the intended fencing would be a stock proof fence in keeping with the recently replaced section of the boundary to the north of the Pavilion. Members agreed that a meeting be arranged in the New Year with the NT, Mr and Mrs Farthing, ACC, ASA and the Orchard Group to see whether all parties were agreeable.
    2. Avenue dig in Summer 2015: (Min ref. 11k). The Chairman reported that including APC’s £200.00 a grand total of £800.00 had been pledged to date.
  7. Planning applications and results: there were no planning applications to consider. The Clerk reported:
    1. Results: Work to Trees in a Conservation Area at The Rectory, High Street, Avebury ref: 14/09963/TCA and at Ashdown, High Street, Avebury ref: 14/09965/TCA. WC had agreed to the works with no objections.
  8. Flood Group:
    1. Storage / distribution of gel sacs and salt: deferred to later on in the meeting when Ms Service would be present. See item 16 i.
    2. Jetting of culvert at end of High Street: work was due to take place in early December; no further update until next meeting when Mrs Lewis would be present.
    3. Wiltshire Local Flood Risk Management Strategy: consultation: closing date end of December. See http://www.wiltshire.gov.uk/council/consultations.htm
  9. Transport Issues:
    1. Sign-off of WHS Transport Plan and Design Guide: The Chairman reported the document would be signed off shortly by Avebury’s WHS Steering Committee and that Amesbury Town Council was also signing it off on behalf of Stonehenge. The Chairman said final sign-off would be by WC.
    2. Criteria for deciding priorities for action once WHS Strategy is signed off: The Chairman and Dr Bedford had put together some ideas on how APC might go about deciding its priorities for supporting transport schemes. (Email previously circulated to members). Dr Bedford stated that it would be important to start the transport projects as soon as possible and that work should be balanced across the Parish. He suggested that members should think about which schemes were most likely to be implemented and which were most desired. Dr Bedford reported he and the Chairman had come up with 11 criteria to assess priorities and that in order to achieve the biggest effect, funding would need to be leveraged from outside sources. APC could identify which projects might attract the most funding and therefore be completed first.The Chairman stated it would be important to:
      1. Publicise the WHS Strategy: APC could invite Wiltshire Highways to give a teach-in on the WHS Strategy at an open meeting for everyone in the Parish, partly to inform people and partly to get feedback.
        In discussion, members agreed there would be a need to match parishioners’ wishes with those of Highways, and APC should ask parishioners how they wished to prioritise the projects over the four settlements in the Parish.
      2. Develop some criteria for choosing priorities
        The Chairman suggested that all schemes should be in APC’s Parish Traffic Plan and the WHS Transport Strategy, unless there were very exceptional circumstances. The Chairman also read out points 1-10 from the email which suggested that APC should give priority to schemes that:

        1. benefited the greatest number of residents, businesses and local employees, as well as visitors
        2. attracted the largest amount of ‘partnership funding’ from others, and so gear up APC’s money as much as possible
        3. were nil cost, or very low cost schemes
        4. were nil or low cost if they were pre-planned as a part of routine Highways’ maintenance
        5. were, if possible, funded largely by others that had a special interest in a project (i.e. perhaps Greene King for the Red Lion forecourt area and possibly Wadworths for the extended traffic island outside the Waggon & Horses, or the NT for the pedestrian route across the High Street?)
        6. were schemes that had already been in the Parish Council’s pipeline for some time, i.e. APC’s application to CATG to move the 30mph signs northwards on the Swindon Road, or the scheme with Aster and Wiltshire Council for parking at Trusloe Cottages
        7. were particularly important for safety or amenity reasons
        8. ensured that each of APC’s four communities benefited from one or more projects
        9. were realistic and deliverable fairly soon
        10. were based on evidence

        The Chairman suggested it might be useful to have some kind of points system on a range of 1-10 to give a better idea of priorities. Members also discussed how to attract funding and whether cycle or footpaths might be funded by cycling clubs for example.
        [Ms Service joined the meeting at this point.]
        Members agreed next actions as follows:

        1. APC to invite Sarah Simmonds (WHS Officer) and Highways to present the WHS Transport Strategy to the public in the New Year
        2. The four communities to identify their priorities
        3. The four communities to provide suggestions for funding
        4. Report to be brought back to APC for discussion at February or March 2015

        The Chairman invited comments from the public.
        Mr Rob Macaire stated he felt the sequence of events was great and that he would be very happy to join in as a member of the Transport Group and as a parishioner.

        The Chairman reported that although it had been previously suggested that APC should provide a copy of the WHS Transport Strategy to each household in the Parish printing costs were likely to be approximately £6.00 a copy. Members decided against this for the time being. Further discussion deferred to February meeting.

    3. Parking in Trusloe: the Chairman reported that he would be having a meeting in December with Mr James Cawley (WC Associate Director for Housing) to share ideas about approaching Centurion to move the Nursery Site project forward. The Chairman said he would not therefore write to Centurion until he had spoken to Mr Cawley.
    4. Resurfacing of A361 at Beckhampton from The Firs north east to the A4 at Beckhampton roundabout. The works would take place on Friday 11th February 2015 from 19:00 to 06:00. Atkins’ plan tabled (see Appendix 1). The Chairman reported he was due to meet with Mr Martin Cook (WC) to discuss reducing the apparent width of the carriageway from the roundabout towards Devizes. Mr Howell asked if members were aware of the latest accident on the A361 where a lamp post had been hit and subsequently removed.
    5. Signage at Beckhampton racehorse crossing: the Chairman reported that he and Mr Martin Cook (WC) would be having a meeting with the Charltons to discuss implementing a more effective signage scheme for their horse crossing. The Chairman said there were currently two signs on each side of the crossing, making four signs in total; the proposal was to remove all four signs and replace them with a single, more effective sign in each direction, possibly with lights.
    6. Replacement 30mph signs at New Bridge: the Chairman reported WC was likely to replace the signs with new ones and remove the wooden fencing beside them.
    7. Mud on road in Beckhampton: Dr Bedford said a parishioner had reported this problem to WC and that a local farmer had been responsible for the mud which had since washed away in the recent rain.
    8. Positions of 30mph signs at Avebury junction with the Avenue: the Chairman tabled a photograph of the junction. Members considered a complaint by a Wootton Bassett resident, (email previously circulated to members) and noted an invitation to APC’s meeting had been sent to the member of the public. The member of the public felt the national speed limit sign at the entrance to the Avenue was confusing and that drivers on the A4361 might assume they were leaving the 30mph speed restriction whilst travelling past the Avenue towards Beckhampton roundabout. In discussion, members agreed that it was reasonably obvious that the pair of 30mph signs related to the Avenue, that other drivers had not apparently been affected by the same problem as this complaint had never been raised before and that the Parish was aware of other highway priorities that were more important. However, members agreed the issue could be dealt with in the proposed signage audit and redesign scheme recommended in the WHS Transport Strategy. Action: Clerk to email the Chairman the minute from the meeting for reply to the member of the public.
  10. Local issues, including:
    1. Progress on electricity sub-station in Avebury: the Chairman reported the NT was in discussion with SSE to replace the sub-station. It appeared that electricity was currently being supplied by another sub-station near the river.
    2. Progress on High Speed Broadband: the Chairman reported he had attended a MAB meeting and spoken to a representative from the Wiltshire Online project. She had sent a note on progress which he read out: ‘BT Openreach has been doing some preliminary work on High Speed Broadband in the Parish recently and will be undertaking survey work of the exchange area early next year. Once survey work is complete, it ordinarily takes 6-9 months to upgrade an area to fibre and therefore it is likely that fibre broadband will be up and running by late summer. The fibre connection is capable of supporting an 80 Mbps service for downloads but the speed each premise will receive will vary according to the distance the premise is from the cabinet. Upload speeds will not be 80Mbps but will be improved significantly.’
      ‘The first step in the installation process is BT Openreach undertaking on-the-ground surveys to ensure that their existing infrastructure is fit for purpose, for example that the ducts that currently carry the copper wires are able to accept the new fibre cable;Êsome of the ducting has been in place for many years and may be damaged and need repair before the fibre can be installed. So although the Wiltshire Online project knows how the programme will progress, until all of the survey work is completed it is not possible to absolutely guarantee when we can get to a particular community.’ (See appendix 2).
    3. Developing Parish Council policy on walks and sporting events locally: the Chairman read out a draft response for APC’s general policy on charity and commercial runs and walks centred on Avebury. (See appendix 2). He reported that the NT would not be giving Discover Adventure licences in 2015 on the grounds of poor event management in 2013 and 2014. Members noted the public had been invited in the latest edition of UKN to contact the Clerk if they wished to make any points and agreed to finalise APC’s policy in February.
    4. Avebury Rocks 2015: Saturday 1 August 2015. Mrs Kremer reported the first of August was a pagan festival and the two events would therefore clash. Members were surprised this had been overlooked and that the AR date had already been confirmed by the organisers. Action: the Chairman said he would speak to Mr Mike Polack (AR) and the NT as a matter of urgency.
    5. Housing Needs Survey: example hard copies for surveys of general housing and affordable housing tabled and previously circulated by email. Members discussed the pros and cons of such a survey, including (i) low return rates unless survey taken door to door (ii) surveys prone to bias (iii) but good to get analysis. Mrs Kremer asked if there was anywhere where it would be possible to build new housing as the parish was in a WHS and conservation area. The Chairman said in the last few years, 5-6 new but mainly private houses had been built and that the Nursery Site, currently being discussed by APC, was a one example of where some affordable housing could be built. Members agreed that parishioners should be consulted at a public meeting to tie in with the Transport Group meeting in the New Year and that PR in the form of flyers should be sent out with a mobile telephone reception questionnaire and that this was to be actioned by Ms Service.
    6. Community First Responders: the Clerk confirmed that a summary of the job description was in the December edition of UKN.
    7. Waggon & Horses to Silbury Hill footpath: Mr Howell reported that Mr Michael Crook (WC) had recently consulted with Sarah Simmonds (WHS Officer), Gemma Batten and Steve (WC Footpaths Warden) and as a result they had concluded the footpath was not a priority. Mr Howell said WC was focussed on resurfacing paths near Cherhill Monument. Mr Howell stressed that the WC Footpaths Warden had not considered the risks to tourists who had to take their lives in their hands walking along the A4. Action: Members agreed Mr Howell to draft a letter to Mr Crook to again request costing information and that it would be sent to the Clerk for submission to Mr Crook on behalf of APC.
    8. Concern about health risks of wi-fi: the Chairman noted that Mrs Lewis was dealing with this and the NT had yet to respond. Deferred to next meeting.
    9. Repairs to Beckhampton bus shelters: the Chairman reported neither bus shelter had been repaired yet. Action: Clerk to contact Mrs Lewis for an update.
    10. Repairs to Trusloe notice-board: the Chairman reported he had spoken to Mr Martin Rendle who had confirmed a price of £60.00 for the repairs. The Clerk said Mr John Giles had offered to do the repairs free of charge as he was local and this included his materials, that would otherwise cost about £40.00. (Email previously circulated to members). Members decided to accept Mr Giles’ offer and felt it would be fair to pay him £40.00 towards cost of materials. Proposed by Mr Dixon and seconded by Dr Bedford and unanimously agreed. Action: Clerk to instruct the works.
    11. Wiltshire Council consultation on car parking: closing date 16 January 2015
    12. Poor mobile telephone reception in Bray Street: also see 10e. Ms Service to draft a questionnaire to be sent out in the New Year.
    13. Lighting at bus shelter near Rawlins Park: Mr Dixon confirmed the light had been fixed by WC.
  11. Donations to charitable organisations: the Chairman stated the need for a policy had come about due to several requests for donations during the past year. Dr Bedford had put together some guidelines for charitable donations. (See appendix 2). The Clerk, as per the last meeting, summarized a list of charities that had requested funding that year. Members distinguished three types of applicant, being general requests from organisations with few local links, requests from organisations that provided benefits for people in the Parish, and applications from local organisations or individuals for specific initiatives or events in the Parish. Members also noted that a number of applicants might be non-profit making but were not necessarily charities.
    The Chairman asked members about setting a maximum annual budget for grants at perhaps 5% or 3% of the total precept; most members were in favour of 3% and that APC should limit donations to 3-5 organisations per annum.
    Members supported the criteria for selection with the following amendments:

    • Point 1, should be expanded to include ‘non-profit’ organisations such as Avebury Day.
    • Point 4, the donation should benefit as many people within the parish as possible.
    • Point 5, members were undecided and felt that setting a maximum donation of £100.00 to any one charity depended on whether it was for a village project or a nationwide charity. If it was a village project, Members thought the maximum should be set higher.

    Action: Dr Bedford to update the guidelines and circulate to members.

  12. Communications: November headlines submitted to UKN and published on all notice boards.
  13. Correspondence: the Clerk reported she had received:
    1. Letter from the Chief Constable’s Office: thanking APC for letter of thanks received regarding policing of Solstice at Avebury.
  14. Finance and admin:
    1. Consideration and approval of the 2015-2016 budget and precept: an updated draft costing of possible expenditure in 2015-2016 had been previously circulated to members together with a note on APC’s reserve fund. (See appendix 3). The Chairman stated there were fewer households within the tax base and this meant that even if APC decided to maintain the precept at current levels, individual households’ payments would increase slightly. Members discussed the budget and unanimously resolved that the precept for 2015-2016 be set at a total sum of £10,900.00. [This included £483.93 top up grant from WC and the net figure would therefore be £10,416.07.] Proposed by Mr Howell and seconded by Ms Service.
    2. Half year internal audit: The Clerk reported the half year internal audit for the 2014/2015 accounts had taken place satisfactorily and the red book was tabled for members to inspect.
    3. Adoption of Asset Register: (See appendix 4 previously circulated to members, dated 25 November 2014 and displayed at the meeting).
    4. Adoption of Risk Assessment: (See appendix 5 previously circulated to members, dated 25 November 2014 and displayed at the meeting).
      Members unanimously agreed to adopt both the current Asset Register and Risk Assessment. Proposed by Ms Service and seconded by Dr Bedford.
    5. General authority to pay mileage expenses to the Clerk and members: the Clerk confirmed HRMC figure for cars was 45 pence per mile up to 10,000 miles and 25 pence per mile thereafter. Members felt further discussion would be required on what rule APC should set. Deferred to next meeting.
    6. The Clerk’s terms and conditions of service: members resolved to backdate Clerk’s increase in salary to 1 September 2014. Proposed by Ms Service and seconded by Mrs Kremer.
    7. Update required to APC’s Standing Orders: the Clerk had previously circulated by email a legal update from WALC. The Chairman said it was now possible for the public to record a parish council meeting by electronic means and without permission, but this did not extend to parts of the meeting when the public were asked to leave. Members resolved to rescind paragraph 36.c. of APC’s Standing Orders (that stated that photographing, recording, broadcasting or transmitting the proceedings of a meeting by any means is not permitted without the Council’s prior written consent). Proposed by Mr Daniel and seconded by Dr Bedford. Action: Clerk to update Standing Orders.
    8. Feedback on value of Clerk’s test email summary: the Clerk said the weekly email summary would need to be tailored for each individual member and that this would take time. Members decided to dispense with the weekly email summary for the time being.
    9. Cheques for payment: It was unanimously agreed that the following cheques be paid.
      1. ACC: maintenance of the Sports Field at Avebury     £567.00 (1st June 2014 Ð 30th September 2014)
      2. Liz Moore: Clerk’s overtime and expenses: November 2014     £167.65 including backdated payment of increased salary to 1 September 2014
      3. UKN: annual contribution for inserting Headlines in 2014     £100.00
      4. Avebury Social Centre: hire for APC meetings     £24.00 (3rd June Ð 2nd December 2014 inclusive)
      5. Jamie Guy: Half year internal audit for 2014/2015 accounts £75.00

      Proposed by Mrs Kremer and seconded by Mr Howell. Cheques signed by Dr Bedford and Mr Dixon.

    10. HSBC standing order: An amendment to the existing standing order was signed by the Chairman and Dr Bedford for Clerk’s basic salary to be increased to £208.00 per month. Proposed by Mr Howell, seconded by Mrs Kremer and unanimously agreed.
  15. Date of next meeting:7.30pm on Tuesday 3rd February 2015.
  16. Any other business:
    1. Salt bags: Ms Service confirmed that all the salt would be delivered to Mr Victor Paradise and would be distributed from there and she would speak to Mrs Nicky Thomas and Mrs Diana Wethered to see if they could also store some bags.
    2. WC will no longer fund electronic warning signs which flash up your speed: the Clerk tabled an article from the Gazette and Herald newspaper dated Thursday, November 27, 2014. (See appendix 6). Dr Bedford to circulate to the Transport Group for comment.
  17. The meeting closed at 21:29

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

  1. Atkins’ plan depicting A361 and A4 at Beckhampton
  2. – Superfast Fibre Broadband: Quote from Wiltshire Online Project
    – Draft: General policy on charity and commercial runs and walks centred onÊAvebury
    – Draft: Guidelines for charitable donations
  3. Estimated budget for precept for 2015-2016 and note on reserve fund
  4. Asset Register 25 November 2014
  5. Risk Assessment 25 November 2014
  6. Article from Gazette and Herald newspaper, 27 November 2014

4 Nov 2014 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 4th November 2014 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, AHA for Aster Housing Association, ASA for Avebury Sports Field Association, AWHS for Avebury World Heritage Site, CATG for Community Area Transport Group, EA for Environment Agency, EH for English Heritage, LGA for Local Government Act, MAB for Marlborough Area Board, MADT for Marlborough Area Development Trust, MDNIA for Marlborough Downs Nature Improvement Area, NT for the National Trust, OFWG for Operational Flood Working Group, UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:30

  1. Public question time: There was one member of the public present and no questions were asked.
  2. Present: Councillors Andrew Williamson (Chairman) present for all of the meeting except for items 7a and 7b, Dr Mike Bedford (Vice-Chairman), Maggie Lewis (Vice-Chairman), Mike Daniel, Paul Dixon, Keith Howell, Antoinette Kremer, Paul Ryder-Morris and Zandria Service.
    In attendance: Wiltshire Councillor Mrs Jemima Milton (item 6 onwards) and Miss Liz Moore (Clerk) present for all of the meeting except for item 15 d.(i)
  3. Apologies for absence: None
  4. Declarations of interest: The Chairman declared an interest as the applicant for the planning application at Ashdown and also as a neighbour of the planning application for The Rectory (items 7a and 7b).
  5. Minutes of meeting held on 7th October 2014: Unanimously agreed as an accurate record. Proposed by Mrs Kremer and seconded by Mr Dixon.
  6. Matters arising from the minutes:
    1. 1 Tonne Salt Bag Scheme 2014/2015 and storage: (Min ref. 7e). Mrs Lewis reported she was still waiting to hear from WC with regards to when the gel sacks and salt would be delivered and that they would be delivered together. The Chairman queried what WC had meant when they had told Mrs Lewis they would be instructing APC when to use the salt. Mrs Milton said it was simply that WC would be instructing APC only to use the salt when the roads were icy and that the salt was not provided for private use.
    2. Poor mobile telephone reception in Bray Street: (Min ref. 7d). Ms Service suggested that APC might send a questionnaire to residents in order to gauge feedback and members thought this was a good idea. Deferred to next meeting.
  7. Planning applications and results:
    1. Work to Trees in a Conservation Area at The Rectory, High Street, Avebury. Ref: 14/09963/TCA.
    2. Work to Trees in a Conservation Area at Ashdown, High Street, Avebury. Ref: 14/09965/TCA.
      [The Chairman reported (as, at the suggestion of Mrs Milton, a member of the public rather than an APC member) that he had had a couple of complaints regarding his trees overhanging Kyters Walk and that they made the path damp, dark and slippery].
      The Chairman left the room for the above two applications. Plans were tabled and considered. In discussion, members agreed the pathway would benefit from more light. Mrs Lewis also reported that the lower branches of one of the trees were used by people to climb into the Rectory garden and the Reverend Maria Shepherdson had therefore requested their removal. Members unanimously agreed to support both applications. Proposed by Mrs Lewis and seconded by Mr Daniel. The Chairman rejoined the meeting.
    3. Full Planning for a front porch and single storey extension at 25 Trusloe Cottages, Avebury Trusloe. Ref: 14/09825/FUL. Plans were tabled and considered. Members unanimously agreed to support the application. Proposed by Mr Daniel and seconded by Mrs Kremer.
    4. Work to Trees in a Conservation Area at Avebury Henge, North East Sector, Avebury. Ref: 14/10218/TCA. Plans were tabled and considered. Members unanimously agreed to support the application. Proposed by Mr Dixon and seconded by Ms Service.
  8. Preliminary discussion on budget and Precept for 2015-2016: (Information previously circulated by the Chairman to members on likely reserves next March and a possible budget for 2015/16). The Chairman reported that reserves were significantly above national guidance mainly due to delays in the publication of the AWHS Transport Strategy and savings on Clerk’s salary whilst she had been on maternity leave. The Chairman said he had therefore moved £6,000.00 from the reserves into next year’s budget so that APC could offer decent sums of Partnership Funding to the MAB and others.
    The Chairman noted that about £8,000.00 was spent on APC’s recurring costs such as administration, insurance and grass cutting.
    Members had a preliminary discussion on a first draft budget for 2015/16 (Appendix 1) and APC’s reserves (Appendix 2). Members noted the Chairman had included funding to improve the entrance gate to the Sports Field (next to the Social Club) and/or improvements to the western hedge/fence line. The Chairman asked if members had any additional projects they wished to include in the budget but none were suggested. Members felt additional funding might be needed for Clerk and Councillors’ training and that £100.00 be increased to £250.00.
    Mrs Milton advised against lowering the precept to avoid limiting funding for future local projects. [Also see item 10.a.ix. Later in the meeting, Mrs Milton’s suggested that APC might wish to put money towards printing a copy of the AWHS Transport Strategy for each household.]
    Action: The Chairman to circulate a revised budget for decision at the next meeting.
  9. Flood Group: including receiving a report from Mrs Lewis on flood work in progress.
    Mrs Lewis reported the Flood Group had discussed dredging of ditches and that she had attended the WC OFWG meeting. Mrs Lewis confirmed the culvert in the High Street was on the list to be jetted and that she and the Chairman had met Martin Cook (WC) to discuss the drainage of the verge of Beckhampton lane. He would explore the possibility of jetting out the field drains that came out by the bridge in Beckhampton in the near future. He had also said that the bridge was due for replacement, and the Chairman added that WC wanted to change the angle of the bridge and rebuild it at right angles to the road. The Chairman confirmed that the main watercourse from Big Arch Bridge to New Bridge had been dredged by Butler Bros and was now clear. Mrs Lewis said that Martin Cook had looked at the need for improved drainage of the verge of the A4 by Isobel Cottage in Beckhampton.
  10. Transport Issues:
    1. WHS Transport Plan and Design Guide: (previously circulated to members and see Appendix 3).
      The Chairman noted that the Strategy had not yet been signed off by the WHS Steering Committee and Wiltshire Council. APC could not yet therefore put specific requests to WC but it would be useful to have a preliminary discussion with a view to taking decisions as soon as the Strategy had been adopted.
      Members welcomed the draft, but felt that several points had been overlooked, as detailed below.

      1. Mr Ryder-Morris emphasized the need for immediate, short-term action to reduce the speed limit on the A4 at West Kennett to 40 mph. Mr Ryder-Morris said that decreasing speed limits on the A4 had been dealt within the overall traffic calming measures (1.3 Encourage Slower Vehicle Speeds) but it should be separated as a key issue to be looked at in detail.
      2. He added that the report did not realise the unintended consequences of closing the Avenue and that this could have the knock on effect of increasing vehicle speeds on the A4.
      3. Mrs Milton said that Beckhampton was not listed as a settlement.
      4. Dr Bedford said the five proposed schemes for the A4 (schemes 3.1 to 3.5) needed to be deconstructed into their component elements so that work could be planned in affordable chunks.
      5. He added that the report was primarily aimed at visitors and not residents.
      6. Mr Daniel queried why double white lines for the A4361 had been omitted through the Henge northwards to Rutlands Farm and recommended that the speed limit be installed further north. Mrs Milton said removal of centre line marking encouraged people to slow down.
      7. Mrs Lewis noted that grass splitter islands had been proposed along the middle of the A4 at Beckhampton (scheme 3.4_A4 Beckampton) and this might cause problems for residents who accessed their property from the road.
      8. Mrs Service noted that the large new barn complex at the Windmill Hill turning had inevitably increased heavy lorry traffic at times through Trusloe. It was hoped tree planting on the Avebury side of the barn would help improve the visual and noise impact. Ms Service had also noted the Sustran’s cycle track to Yatesbury was not being maintained and that a track near the Clay Pigeon Shoot was being newly tarmacked.
      9. Mrs Milton recommended APC put money into next year’s budget so that residents’ could have >a copy of the Strategy. Mrs Milton also advised members that it was not practical to limit the speed on the A4 to 40 mph as the speed limit could not be easily enforced; the road would also need additional repeater signs and this would mean more signage within the WHS. Mrs Milton said the road needed to be re-engineered to achieve decreased vehicle speeds.
      10. Members unanimously agreed the red bubble in the Scheme Evaluation Summary diagram (p.53) was not acceptable as it suggested the non-deliverability of all five A4 schemes.

      The Chairman proposed APC welcome the draft report as a useful document that gave a valuable overall strategy for the Parish but recommended that it should be amended to take into account that:

      1. The component parts of the five schemes for the A4 (schemes 3.1 to 3.5) should be deconstructed and presented as green dots if possible (i.e. deliverable projects) in the Scheme Evaluation Summary.
      2. Greater reference should be given to the needs of residents and riders.

      Seconded by Mr Howell, and agreed unanimously.
      Action: the Chairman to take the two proposed amendments above together with members’ comments to the Avebury WHS Steering Committee. Further discussion on priorities deferred to December meeting.

    2. Preliminary discussion on the next priorities for action at West Kennett and Beckhampton: As the Strategy had not yet been signed off by the WHS Steering Committee or Wiltshire Council, it was agreed that discussion be deferred until APC’s December meeting.
    3. Parking in Trusloe:
      1. The Chairman reported that Jenny Rowe (WC surveyor) had confirmed that WC officers were exploring the possibility of increasing space for parking by providing a lay-by outside 5 and 6 Trusloe Cottages.
      2. The Chairman proposed he write to Centurion to request a meeting with the company to see if they might be interested in developing a plan to unify the Nursery Site for joint benefit. Members agreed the Chairman draft a letter and circulate it to them.
    4. Beckhampton roundabout: the Chairman said he and Mrs Lewis had met with Mr Martin Cook (WC) the previous day and reported that although the roundabout tarmac at Beckhampton had been cleaned the connecting roads had not. Mrs Lewis reported that Mr Cook had advised not all surfaces were suitable for cleaning.
  11. Local issues, including:
    1. Reinstatement of hedge/fence between Glebe Field and Sportsfield: the Chairman, Mrs Lewis, Mr Daniel and the Clerk had met on the 31 October to look at the boundary following requests from various people for a new fence and a hedge planted with whips. The Chairman noted that the section of the boundary to the north of the Pavilion had been recently replaced with a new stock-proof fence and a hedge had been planted with whips of native species. About 100 metres of fencing would be required for the rest of the boundary.
      In discussion, members noted that parts of the hedge were very overgrown and these sections were therefore stock-proof. Also, the Glebe Field was hardly ever used for livestock and Mr Farthing installed electric fencing when it was. Mrs Lewis said that not all the hedge needed to be replaced and it would be an expensive job to do. Mr Dixon reported ASA felt there was no need for a new fence and that a greater priority was to re-hang the gate by the Club at an angle to improve sightlines on to the A4361.
      It was unanimously agreed there was no immediate requirement for improvements to the hedge or fence but APC would review this in 18 months’ time. Proposed by Mrs Lewis and seconded by Mr Daniel.
    2. Walks and sporting events in the Parish: the Chairman reported the following sporting events currently took place in the Parish:
      1. Sarsen Trial
      2. Marlborough Running Club
      3. Avebury 8
      4. Race to the Stones: confirmed for 11/12 July 2015
      5. Eve Appeal
      6. Discover Adventure: comprising three events: Open, MacMillan, Alzheimers

      The Chairman asked members for their observations regarding these events. Members felt it would be valuable to have a policy on how to deal with requests when approached by clubs. Members also noted Laura Cooper had given APC a donation of £400.00 this year from Discover Adventure. The Chairman reported the NT had decided not to give Discover Adventure a licence to use Trust land for its runs in 2015 due to the poor management of their events in 2013 and 2014 and issues with their proposed routes.
      Action: members agreed the Chairman’s suggestion that he should consult with the NT. APC would then review its response. Deferred to next meeting.

    3. Review of grass cutting on Sports Field (continued from previous meeting): the Clerk said she had contacted Mr Dominic Fry to inform him that APC was very happy with the services provided by ACC. Members felt they had nothing more to add to the review.
    4. Repairs to Beckhampton bus shelters: the Clerk reported work on the concrete bus shelter was scheduled to start at the end of November 2014. Mrs Lewis said a new, wooden bus shelter for the Devizes road was being sourced, but this might take some time to procure as a specific design was required due to the bus stop being in a WHS.
    5. Avebury Day: Mr Daniel reported many letters of thanks and appreciation had been received and that the event would be every two years with the next Avebury Day scheduled to take place on Saturday 10th September 2016.
    6. Repairs to Trusloe notice-board: the Clerk said she was still waiting for a second quotation. The Chairman reported he had spoken to Mr Martin Rendle who had confirmed he could straighten the notice board and waterproof the top. Mr Rendle would be contacting the Chairman with pricing.
    7. Phone kiosk in High Street: the Clerk reported that WC were co-ordinating the response to BT’s proposed public payphone removals project and one of the payphones listed for removal was in Avebury High Street. (Email previously circulated to members). The Clerk said members had been requested to either: agree, adopt or object to the removal of the phone box in its entirety, stating reasons. In discussion members emphasized that the phone was used, particularly by tourists, and was part of the character of the village and that in fact it was a listed building. Members unanimously agreed to object to the removal of the phone box for the following reasons:
      1. Phone box was a listed building and should be kept as such
      2. Mobile phone signal was not good in Avebury and therefore there were safety concerns

      Proposed by Ms Service and seconded by Mr Daniel. Action: Clerk to respond to WC with APC’s response to the consultation.

    8. Footpath between the Waggon & Horses and Silbury Hill: Mr Howell reported he was waiting for costing information from Mr Michael Crook (WC).
    9. Housing Needs Survey: members asked Mrs Milton for her feedback on carrying out a Housing Needs Survey. Mrs Milton said that a Housing Needs Survey was very useful if enough people responded and that the survey would discover if there was a need in the village. Mrs Milton advised that changes to the Social Housing Policy now ensured local homes would be for local people and she recommended going door to door with the questionnaire. Members decided they would like to see a hard copy example of a questionnaire. Action: Clerk to request a pdf and hard copy questionnaires. Deferred to next meeting.
    10. Community First Responders: the Clerk reported an email had been received from Mr Tim Chamberlain (NT Facilities Manager at the Estate Office) about the possibility of jointly sponsoring a defibrillator in the village. Avebury and surrounding villages had been invited to set up a first response team; there would be free training, but it would require at least 12 people to make the scheme a success. Mrs Lewis said it would be beneficial to have a defibrillator for the High Street and located somewhere visible such as outside the Community Shop. Members felt they should first of all consult the wider community and it was agreed to submit an advert to UKN. Clerk to action.
    11. Avenue dig in Summer 2015: the Chairman reported he had received a sponsorship request from Dr Joshua Pollard (University of Southampton), (email previously circulated to members and see Appendix 4). In discussion, members noted the NT would be putting in a lot of resources and that it would be a great opportunity to involve children and perhaps have a Schools’ Day. Mrs Milton endorsed the event if it involved the local community. Ms Service suggested having various collection boxes in the village, although Mrs Lewis reported the Community Shop only supported one charity per year. Members unanimously agreed to support the event with the proviso that the sponsors should involve the community. It was resolved that APC contribute £200.00 to the Avenue Dig. [Note: APC has the power to encourage tourism to the council’s area. LGA 1972, s.144]. Proposed by the Chairman and seconded by Mr Ryder-Morris.
  12. Donations to charitable organisations: the Clerk summarized a list of charities who had requested funding that year. In discussion, members agreed they should put together a list of criteria that the charity must meet in order to qualify for funding. Example, would the charity be of local benefit? Action: Dr Bedford to look into this, deferred to next meeting.
  13. Communications: the Chairman thanked Mrs Lewis for submitting October Headlines to UKN. Headlines were published on all notice boards. [N.B. there will be no January 2015 edition of UKN].
  14. Correspondence: the Clerk reported she had received:
    1. Letter from Wiltshire Wildlife Trust: Sarsen Sponsored Walk, Sunday 3rd May 2015
    2. Thank you letter from The Avebury Day Organising Committee.
  15. Finance and admin:
    1. Half year internal audit: The Clerk reported she had balanced the books and was in the process of contacting Mr Jamie Guy to book the audit shortly.
    2. Review of Asset Register: (previously circulated to members, dated 28 November 2013 and displayed at the meeting). Members noted that no assets had been acquired or disposed of and agreed no changes were required to the Asset Register.
    3. Review of Risk Assessment: (previously circulated to members, dated 21 November 2013 and displayed at the meeting). Members agreed that no changes had arisen and that no changes were therefore required to the Risk Register.
      Members unanimously agreed to adopt both the current Asset Register and Risk Assessment. Proposed by Mr Howell and seconded by Mr Dixon.
    4. Clerk’s Annual Appraisal on 29th August:
      1. The Clerk’s terms and conditions of service: The Clerk left the room. Following the Chairman’s email of 14 October. Members noted the Clerk’s good performance recorded in her appraisal and agreed an amended job description, confirmed her appointment, confirmed three months’ notice and agreed to increase the Clerk’s remuneration to £9.60 an hour in view of her significant increase in experience and the added value she brought to the work of the Parish Council.
      2. Matters arising from the Clerk’s appraisal: the Clerk rejoined the meeting. The Chairman asked members if they were happy with length of APC’s minutes or wished to have them shorter by, say, having a list of actions only. Members confirmed they wished to keep the minutes as they were because it gave the public information on the background and discussion related to a decision by APC. The Chairman requested that members should cc all emails and correspondence to the Clerk and said the Clerk was expected to write correspondence on behalf of APC apart from some by Chairman and / or those leading projects. On APC’s rules for obtaining quotes and ordering, members noted that they should first decide on any expenditure and then instruct the Clerk.
        Mr Ryder-Morris said it would be useful if the Clerk could put together a summary of emails sent by her on a weekly basis. Members agreed Clerk to do test email summary for one week.
        Action: the Chairman to write to the Clerk on behalf of APC to confirm her terms and conditions of service.
    5. HMRC and PAYE: the Chairman reported that he had confirmed with the Clerk that she would complete her timesheets up the 21st of each month so that Dr Bedford could submit her overtime payments to HRMC on time.
    6. General authority to pay mileage expenses to the Clerk and members: Clerk to check HRMC rule of 45 pence per mile. Deferred to next meeting.
    7. Cheques for payment: It was unanimously agreed that the following cheques be paid.
      1. Playsafety Limited: annual inspection of Trusloe Play Area £120.00
      2. Clerk’s overtime and expenses: October 2014 £175.68

      Proposed by Ms Service and seconded by Mr Dixon. Cheques signed by Dr Bedford and Mr Dixon.

  16. Date of next meeting:30pm on Tuesday 2nd December 2014.
    Mrs Lewis gave her apologies.
  17. Any other business:
    1. Re-thatching the barn at West Kennett: Mr Ryder-Morris asked if the tarpaulins covering the roof of the barn at West Kennett were likely to be removed soon. The Chairman said he had raised the question with Mrs Jan Tomlin (NT Manager) the previous week. The NT had no funding for this at present and that this depended on an allocation of budget.
    2. Light in bus shelter next to Rawlins Park: the Clerk said she had received that day an email from a resident at Rawlins Park regarding the light not working in the WC bus shelter and despite the resident logging the issue with WC at the beginning of September, nothing had been done. Mr Dixon said he had also logged the issue with WC last week. Action: Clerk to report problem to WC and follow up to ensure action is taken to fix light.
    3. Health risks of Wi-Fi: the Chairman reported he had received an email from Mr Adrian Mieras concerned about wi-fi waves. Mrs Lewis said she had contacted Mr Geoff Brickell (Director, MADT) who had sent Mrs Lewis an article from the Guardian that pulled all the information together regarding wi-fi. In discussion members felt that Mr Mieras was entitled to live ‘Wi-Fi free’, but that it was a lifestyle choice and not necessarily a choice that could be imposed on the rest of the community. Members also wanted more information on the issue. Action: It was agreed that APC needed more information. Mrs Lewis to forward Mr Mieras’ email to MADT and the NT for their feedback.
  18. The meeting closed at 21:45

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

  1. Draft Budget 2015-2016
  2. APC’s Reserves
  3. Avebury World Heritage Site Transport Strategy: Draft dated October 2014
  4. Information Sheet: excavation on the West Kennet Avenue occupation site, 2015

7 Oct 2014 Ordinary Meeting : Minutes

Minutes of an ordinary meeting of Avebury Parish Council held on 7th October 2014
at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club,
ASA for Avebury Sportsfield Association, CATG for Community Area Transport Group,
EA for Environment Agency, MAB for Marlborough Area Board, NT for the National Trust,
UKN for Upper Kennet News, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:30

  1. Appointment of second Vice-Chairman: Members asked Mrs Maggie Lewis if she was prepared to stand as a second Vice-Chairman and to Chair the meeting. Mrs Lewis accepted and was proposed as a second Vice-Chairman by Mr Dixon and seconded by Mr Howell. Carried unanimously.
  2. Public question time: There were no members of the public present.
  3. Present: Councillors Maggie Lewis (2nd Vice-Chairman), Mike Daniel, Paul Dixon, Antoinette Kremer and Keith Howell.In attendance: Miss Liz Moore (Clerk).
  4. Apologies for absence: Councillors Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Zandria Service, Paul Ryder-Morris and Wiltshire Councillor Mrs Jemima Milton.
  5. Declarations of interest: Mr Paul Dixon declared an interest as a member of ASA, see item 12b
  6. Minutes of meeting held on 2nd September 2014: Unanimously agreed as an accurate record. Proposed by Mr Daniel and seconded by Mr Dixon.
  7. Matters arising from the minutes:
    1. 1 Tonne Salt Bag Scheme 2014/2015 and storage: (Min ref. 6b). Mrs Lewis reported that WC had advised her they would be instructing members when to use the salt and that it should be used on public highways only and not for private use. The Clerk said that Ms Service had offered to store some salt bags. Action: Mrs Lewis to follow up on the likely delivery date and find further offers of storage from local people.
    2. Councillor Training: (Min ref. 14c). Mrs Lewis reported that Winterbourne Monkton Parish Council would be interested in sharing a training session. The Clerk said Ms Service would like to undertake training. Mrs Kremer said she would like to be considered for the training too. Action: Mrs Lewis to progress with organising the training; to be deferred until after Christmas.
    3. The Annual Inspection of Trusloe Play Area by RoSPA Playsafety: (Min ref. 14d). Report received and emailed to members that day. The Clerk reported that further to the inspection (carried out on the 26 September 2014), the play area overall was deemed to be low risk. In discussion, members decided not to carry out any further improvements until after the Trusloe Parking situation had been resolved. The Clerk said that the only other improvements that she and Mr Williamson had noted and that were not on the report were to (i) tighten the top of the wire fence at the entrance (left side) and (ii) to put up an extra sign outside the play area stating ÒThis area is to be used by children Under 14 onlyÓ. Members agreed that the improvements could be carried out at the same time as the notice board repairs.
    4. Poor mobile telephone reception in Bray Street: (Min ref. 16). Members recognised this was a controversial topic. Mrs Kremer reported Mr Adrian Mieras had told her he had emailed his report on the health risks of wi-fi to Mr Williamson but neither the Clerk nor Mrs Lewis had received this. Members asked Mrs Kremer to ask Mr Mieras to resend the document as no one had received it. Deferred until next meeting.
  8. Planning applications and results:
    1. Work to Trees in a Conservation Area at 6/7 The Potteries, Green Street, Avebury. Ref: 14/08731/TCA. The Clerk said the application was due in that day and as members had decided not to undertake a Planning Sub-Committee meeting, she had emailed WC with the response Ôno comment’.
    2. Work to Trees in a Conservation Area at Bannings, Bray Street, Avebury Trusloe. Ref: 14/08948/TCA. Plans were tabled and considered and further to discussion it was decided a site visit would be necessary. Proposed by Mrs Lewis, seconded by Mr Howell. Action: Clerk to email members meeting for 13 October.
  9. Flood Group:
    1. Report by Mrs Lewis: Mrs Lewis reported a warning sign and gel packs would be delivered soon. Mrs Lewis said that Lanes (the contractors for Thames Water) had found a blockage near to Truslowe Manor and Lanes had told Butler Bros they would be coming back to jet the drain however no work had been done to date. Mrs Lewis also reported that in Beckhampton, landowners Mr Richard Draper and Mr Matthew Peck had been very proactive in digging out and clearing ditches. Mrs Lewis stated the NT was in the process of getting permission to clear their ditch behind Avebury Manor. Action: Mrs Lewis to organise a Flood Group meeting.
    2. Avebury Community Flood and Drainage Group: Approval of Draft Terms of Reference: Mrs Lewis tabled a draft copy of the document. In discussion, members felt that point 7 should be omitted as it was not relevant to the Community Group. Mrs Lewis said the role of APC was supportive and therefore submitting reports for approval of work was not needed and would only delay action. Members agreed to approve the document subject to removing point 7. (See Appendix 1). Proposed by Mrs Kremer and seconded by Mr Howell. The Clerk said the document could be reviewed in the future and further changes made as necessary.
  10. Transport Issues: the Clerk reported:
    1. WHS Transport Plan and Design Guide: the guide was due to be published this month and members hoped to receive copies soon.
    2. Parking in Trusloe: No update, deferred to next meeting.
  11. Repairs to Beckhampton Bus Stops:
    1. Concrete Bus Shelter (owned by APC): the Clerk reported a single tender document had been received and opened on the 1st October 2014, in the presence of the Chairman, and no other suppliers had been forthcoming in providing a quotation. The tender document was tabled. The Clerk reported the supplier, Peter Swatton, had offered to undertake the works described in the specification document (see Appendix 2), for a fixed price of £850.00 (ex VAT). In discussion, members felt that despite obtaining only one quotation, it was important to go ahead with the works anyway. Members stated they wished to avoid higher, future repair costs as the bus shelter roof deteriorated over time. Members resolved to accept Peter Swatton’s quotation dated 9th September 2014. Proposed by Mr Howell and seconded by Mr Dixon. Carried unanimously. Action: Clerk to order the works.
    2. Wooden bus shelter (owned by WC): Mrs Lewis reported that in an email received on the 6th October 2014 (previously circulated to members), Becky Busby (WC Highways and Drainage) had informed her that WC had given instructions for the bus shelter to be removed and that WC were in the process of ordering a new, wooden one. Members noted that no timescales for either works had been given.
  12. Local issues, including:
    1. Future use of Avebury URC Chapel: the Clerk asked members if they had any ideas for an alternative use for the Chapel, no ideas were forthcoming other than returning the Chapel to an information centre. In discussion, members noted that this would not generate much income and would therefore require voluntary helpers as before. Action: Members decided that in the meantime, they would sign up for updates from Reverend Heather Whyte (Co-ordinator for the Avebury Chapel Centre).
    2. Review of grass cutting on Sports Field: Mr Dixon reported that overall ACC were doing a very good job and members were happy for ACC to continue the work in 2015. Members discussed whether they wished to backdate the start of the contract from 1 June (to include the period 11 April – 31 May) and in principal, all were agreeable particularly as ACC had been doing the work anyway. However, the Clerk advised members to hold fire for now to give Balfour Beatty time to respond to APC’s original request that asked them to account for the dates they had mown the grass. The Clerk said it would be better to defer a decision until the New Year so as to try to avoid the possibility of incurring two invoices for the same work. Members decided to defer further discussion of the review until more members were present (and in particular, discussion regarding the break clause). Proposed by Mrs Kremer and seconded by Mr Dixon. Action: Clerk to put review on next meeting’s agenda.
    3. Avebury Day 2014: members noted this had been an extremely enjoyable event with many attractions and the weather had been good too. Mr Daniel reported that the Committee had received 99% positive feedback and that they had broken even, as predicted. Mr Daniel said there were various suggestions for improvements and one of them was that the car parking could be improved by (i) ensuring cars were off the main road prior to steward interaction (ii) getting stewards to tell people where to park. Mr Daniel said the Committee would be meeting next to discuss when to plan the next Avebury Day and to finalise recommendations. Mr Dixon stressed that ASA was very pleased with the clear up operation and particularly the condition of the Sports Field after the event. Mr Daniel to report at next meeting.
    4. Repairs to Trusloe Notice Board: the Clerk reported she had received one quotation from a local supplier (previously circulated to members) but was still waiting for a further quotation. Deferred to next meeting.
    5. Footpath between the Waggon & Horses and Silbury Hill: Mr Howell reported he had spoken today to Mr Michael Crook (WC) and that Mr Crook would be meeting tomorrow with a colleague to receive a report on the feasibility of the footpath. Mr Howell expressed disappointment at the length of time it had taken to get to this initial stage, especially as he had contacted WC well before June this year. Action: Mr Howell to update members at next meeting.
    6. Housing Needs Survey: The Clerk said she had deferred this to the November meeting when more members would be present and further advice could be sought from Mrs Milton (Wiltshire Councillor).
    7. Poor mobile telephone reception and Vodafone offer: Mrs Lewis reported on the recent email received from Claire Perry (MP) who was promoting Vodafone’s 3G mobile phone business (Vodafone was investing to bring reliable 3G mobile phone coverage to 100 rural communities). In discussion, members decided not to sign up for the service as it required the installation of external masts that only covered 500 metres and would only be available to Vodafone users. Members also felt the service was not appropriate for a small village such as Avebury and that the recent Community wi-fi installation sufficed.
    8. Fence between Glebe Field and Recreation Ground: Mr Williamson had previously forwarded to members an email from the NT with a request for a fence and he had suggested a site visit would be sensible. Mr Dixon reported that ASA would not be willing to finance a fence for the existing boundary hedge, but might put money in to improve the entrance gate adjacent to the Social Club. Members booked a site visit for Friday 31 October 2014 at 11am, to meet at the Pavilion. Action: Clerk to invite all members to attend.
  13. Communications: Mrs Lewis reported September Headlines had been submitted to UKN and published on notice boards.
  14. Correspondence: the Clerk reported:
    1. Letter and poster from WC: Better 2gether Funding. From September 2014 more two year olds than before would qualify for FREE childcare per week.
    2. Avebury Apple Day 18th October
    3. New round of Area Board funding: Marlborough Area Board had further funding available from the Community Area Grant scheme. Grants of up to £5,000 would be available and the area board would be looking for projects and activities that would bring a benefit to the wider community. In discussion, members decided such a grant would be suitable for the W&H to Silbury Hill proposed footpath project. Action: Mr Howell to contact Mr Andrew Jack to apply for funding.
    4. WALC AGM 23 October: Cancelled – to be rescheduled and Clerk to attend.
    5. North Wessex Downs Annual Forum, Wednesday 15th October 2014.
    6. Temporary closure of A4361 Swindon Road (Part) Winterbourne Monkton (27th November for one night).
    7. Email from Claire Perry: Tour of The Houses of Parliament 18th November 2014 approximately £18.00 and up to two people per Parish Council. The Clerk confirmed members should book direct if interested.
    8. Email invitation to take part in the Office of the Police and Crime Commissioner’s Rural Crime Survey. Open to everyone.
  15. Finance and admin: the Clerk reported
    1. Parish precept (£5,118.54) and Precept Grant (£331.46)
      received from WC on 24 September 2014.
    2. Donation of £400.00 received from Laura Cooper on 19 September
      2014.
      The proceeds were from Discovery Adventure and their Macmillan
      and Alzheimer’s Walks following their parking at Rutlands Farm. The Clerk
      reported the walks were not being encouraged by the NT. Action:
      Clerk to send a thank you card on behalf of APC to Laura Cooper.
    3. Clerk’s Annual Appraisal 29th August 2014:
      hardcopy of report available to members on request.
    4. Cheques for payment: It was unanimously agreed that the
      following cheque be paid.

      1. Liz Moore: Clerk’s expenses July-September 2014 £66.15

      Proposed by Mr Howell and seconded by Mrs Kremer. Cheque signed by the Chairman
      (on the 1st October 2014) and by Mr Dixon at this meeting.

  16. Date of next meeting:30pm on Tuesday 4th November 2014.
  17. Any other business: None declared
  18. The meeting closed at 21:06

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

  1. Avebury Community Flood and Drainage Group Draft Terms of Reference.
  2. Specification Document for Works to Concrete Bus Shelter. Nb. document not seen
    by the meeting but added subsequently.

2 Sep 2014 Ordinary Meeting : Minutes

Minutes of an ordinary meeting of Avebury Parish Council held on 2nd September
2014 at the Social Centre, High Street, Avebury SN8 1RF.

 

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club,
AHA for Aster Housing Association, ASA for Avebury Sportsfield Association, CATG for
Community Area Transport Group, EA for Environment Agency, EH for English Heritage,
MAB for Marlborough Area Board, MADT for Marlborough Area Development Trust, MDNIA for
Marlborough Downs Nature Improvement Area, NT for the National Trust, UKN for Upper Kennet
News, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:30

  1. Public question time: There were no members of the
    public present.
  2. Present: Councillors Andrew Williamson (Chairman),
    Mike Daniel, Paul Dixon, Antoinette Kremer, Maggie Lewis, Paul Ryder-Morris and
    Zandria Service.
    In attendance: Miss Liz Moore (Clerk).
  3. Apologies for absence: Councillors Dr Mike Bedford
    (Vice-Chairman), Keith Howell and Wiltshire Councillor Mrs Jemima Milton.
    Members were glad to hear from the Clerk that Mr Howell had returned home
    and was recovering from his operation.
  4. Declarations of interest: Ms Zandria Service declared an
    interest; she had filled in a paper copy of her register of interests but it was
    currently in the post to WC. A further declaration of interest was made later
    under item 11.g.
  5. Minutes of meeting held on 1 July 2014: Unanimously agreed
    as an accurate record. Proposed by Mrs Kremer and seconded by Ms Service.
  6. Matters arising from the minutes:
    1. Bench at West Kennett: (Minute ref. 6d). Mr Ryder-Morris
      had reported by email on 2 July 2014 (previously circulated to members) that
      the bench at West Kennett was in need of a lick of varnish. By instruction
      of the Clerk, the bench was refurbished on 7th July by Mr Len Adams. Mr
      Ryder-Morris reported a fantastic job had been done.
    2. 1 Tonne Salt Bag Scheme 2014/2015 and storage: (Min
      ref. 6e). Ms Service reported most residents in Bray Street had expressed
      an interest in the salt scheme and there were several offers of places to
      store the salt.
    3. ACC’s Insurance Schedule: (Min ref. 12a i). The Clerk
      said that a copy of the relevant appendix page to ACC’s Insurance Schedule
      was received on the 2nd July and public liability insurance confirmed. The
      document was tabled (see Appendix 1).
    4. Damage to Apple Tree: (Min ref. 17a). The branch of an
      apple tree on the sports field had been snapped off by a jogger who had been
      running backwards and hadn’t seen it. He had sent his apologies to the
      Community Orchard group and offered to pay for a replacement tree but as the
      tree stump was sprouting already, they would wait to see if that would be
      necessary.
  7. Planning applications and results:
    1. Reconstruct roof, fit roof lights, re-site French doors and
      windows and repair flue for wood burner at The Forge, High Street, Avebury.

      Ref: 14/07554/FUL, 14/07051/LBC. Plans were tabled and considered.
      Members unanimously agreed to support the application. Proposed by Mr
      Dixon and seconded by Mr Daniel.
    2. Results: Two new windows at 2 Chapel Cottages, Avebury Trusloe.
      Ref: 14/05583/LBC. Approved by WC.
  8. Flood Group:
    1. Report by Mrs Lewis: Mrs Lewis reported there had been
      no further incidents of sewage leakage in Bray Street and that contractors
      for Thames Water had put a camera down the drains and found the blockage. Mrs
      Lewis also reported that Butler Bros had started to clear the riverbed in the
      water meadow and would be clearing their part of the river over the next few
      days. The cost of the combined works was £4,500.00 and was being funded by
      Butler Bros. Mrs Milton (WC Councillor) had previously suggested APC might
      contact Wiltshire Councillor Jonathan Seed to find out about grants for flood
      works. The Chairman reported that Mrs Jan Tomlin (NT Manager) had said she
      did not know when the NT would be carrying out their part of the river
      clearing. In discussion, members noted that Butler Bros and the NT were
      riparian owners and were responsible for the works. While APC wished to
      support both landowners, it was not appropriate for APC to offer financial
      help, but APC would be willing to help in other ways, including supporting
      applications for funding for projects such as flood defence and ditch clearing.
      Action: Mrs Lewis agreed to contact Cllr Seed at WC.
    2. Participation in Parish Emergency Assistance Scheme: Mrs
      Lewis reported on a scheme by WC that offered, free of charge, a variety of
      flood defence items from a builder’s bag of sand to gel sacks. In discussion,
      members agreed that overall it would be worthwhile to participate in the
      scheme, but it was dependent on finding an area to store the items. It was
      proposed by Mrs Lewis and seconded by Mr Dixon and unanimously agreed that
      APC participate in the PEAS Scheme. Action: Mrs Lewis to
      contact Mr and Mrs Wimble and others, regarding storage.
    3. Avebury Community Flood and Drainage Group: Draft Terms of
      Reference
      : Action: Draft had yet to be finalized,
      deferred to next meeting.
  9. Transport Issues: the Chairman reported:
    1. WHS Transport Plan and Design Guide: the consultants
      were closer to finalizing the guide and it should be ready in the next week.
      Mr Ryder-Morris said the work was urgent in order to reduce fatalities,
      especially on the A4, and reported how he recently witnessed tourists putting
      their lives at risk crossing the A4 at Sanctuary. The Chairman reported on the
      recent fatal car crash on the A4 at Silbury Hill and the importance of making
      the A4 a less fast road within the WHS.
    2. Parking in Trusloe: The Chairman reported that Jenny
      Rowe (WC surveyor) had looked at the Nursery Site. She would be carrying out
      further investigation into Rights of Way and had asked other officers at WC to
      explore the creation of two lay-bys. Once she had sorted out Rights of Way,
      it would be possible to develop a plan for Centurion to develop their land and
      contact them.
    3. Crossing for horses at Beckhampton Stables: The Chairman
      reported that he had met Roger Charlton to discuss methods of improving
      safety for horses crossing the A4 including the use of flashing amber
      lights. They had noted the difficulties of slowing traffic, especially in
      fog. The Chairman had observed that their current system, of having one man
      on each side of their crossing to halt traffic, appeared very effective. The
      Chairman said they had discussed two additional solutions to improve safety
      which were to:

      1. make the crossing safer for horses by roughening the road surface
        at the crossing, because horseshoes had made the road surface slick and/or
      2. narrow the carriageway. The Chairman said APC wished to press for
        action once the WHS Transport Plan had been published.
    4. Marlborough CATG meeting: the Clerk reported it would be
      held at 10.00 on Thursday 9th October 2014 in the Council Chamber, Marlborough
      Town Hall.
  10. Avebury Day: Mr Daniel reported on final preparations.
    Activities included: the Community Lunch (people should turn up at 12:15pm), the
    Fete at 1:45pm, Dog Show at 3pm and Evening Skittles. Mr Daniel said a Volunteers
    Meeting would be taking place the next day at 8pm at the Club. Mr Daniel confirmed
    he had secured a grant from MAB for £750.00. Members agreed to pay their grant of
    £250.00 to Avebury Day as swiftly as possible.
  11. Local issues, including:
    1. Future use of Avebury URC Chapel: the Chairman had
      previously circulated a letter about the future of the URC Chapel. Regular
      services would no longer be held but the regional Synod planned to use it as a
      Spiritual Centre and hopefully to use it also for community events and as a
      focus for the arts. The Chairman reported he had spoken to Suzanne Stimpson
      and Reverend Heather Whyte to request whether one use might be as a WHS
      Centre under UNESCO; he understood that this might be a possibility if
      it helped to generate income. In discussion, members agreed APC should
      contribute to the discussion of the future use of the Chapel and think
      about possible uses. Action: Clerk to put issue on agenda
      for next meeting.
    2. Litter bins in Avebury: the Chairman reported that three
      bins had been installed in or near the High Street and that they were
      currently being emptied every day. This was an experiment and the bins
      would be withdrawn if they overflowed or other problems arose.
    3. Repairs to Beckhampton bus shelters: Mrs Lewis reported
      on the state of repair of the wooden bus shelter and that WC was still chasing
      the insurer of the driver involved.
      The Chairman reported on the concrete bus shelter. Further to the Clerk putting
      the work out to tender to three suppliers, no one had replied. The Chairman
      said he has since spoken to two of the tenderers to explore the possibility
      of negotiating a price. One of them was happy to do so but the other was not.
      He had not yet contacted the third but would do so.
    4. Solstice review: the Chairman reported he had written
      thank you letters to various Police officers, including the Chief Constable,
      and the National Trust, including its Director General.
    5. Avebury Rocks 2014: members noted the event had gone
      well but had not been well attended.
    6. Footpath between the Waggon & Horses and Silbury Hill:
      no report.
    7. Re-thatching the barn at West Kennett: the Chairman reported
      he had spoken that day to Jan Tomlin (NT Manager) and she had said that although
      the NT would like to re-thatch the barn, there were no funds to do so at
      present. Mr Ryder-Morris said that a tarpaulin had been put over the roof
      in September 2012 and had remained there with no further action. At the
      Chairman’s suggestion he declared an interest, as a tenant of NT and because
      part of the barn was his garage. Mr Ryder-Morris expressed concern that
      the tarpaulin was dangerous and could get blown off in very strong winds.
      Action: the Chairman to raise the issue again at his next
      meeting with the NT.
    8. Housing Needs Survey: the Clerk reported she was in
      contact with WC to find out about the process for carrying out a local survey.
      Update deferred to October meeting.
  12. Communications: the Chairman reported he had submitted a
    combined June and July Headlines to UKN and that the Parish Council contact lists
    had been updated on all notice boards.
  13. Correspondence: the Clerk reported:
    1. Thank you email received 21 July regarding the
      new bins installed in Avebury High Street from Lyn
      Bennett-Nutt (Avebury Community Shop Manager)
    2. Email from Sarah Simmonds ref. distribution of ÔMegalith’ WHS
      Newsletter
      via Upper Kennet News.
    3. Email: Theme Park Safety
    4. Email invitation received from Sarah Simmonds (WHS Officer) for special
      residents’ tour of the “Between the Monuments” dig on the West Kennett
      Avenue
      on Tuesday 5 August at 10.30am. The Chairman and Mr Daniel
      said they had attended the event. Mr Daniel reported that arrowheads had been
      found.
    5. Victims of Crime Questionnaire (previously circulated to
      members). Members had been asked to comment on what sorts of services and
      support for victims the Commissioner should be planning for the future.
    6. Email to APC giving information on Associate Membership of
      Wiltshire Citizens Advice:
      Clerk to email that their request would be
      considered at APC’s November meeting.
    7. MDNIA: Bat Walk 29 August 8-10pm, Clouts Wood near
      Wroughton.
    8. Email from Claire Perry: Shop Local Awards 2014,
      competition to find the best independent shop.
    9. Notice from WC: temporary road closure (Part), Avebury and
      Bishops Cannings;
      from its junction with A4 Beckhampton Roundabout
      in a south-westerly direction for approximately 150 metres. These works would
      commence nightly from 8th of September 2014 for 15 nights (week nights only
      between the hours of 19:00 – 06:00).
    10. Letter from Wiltshire Fire & Rescue Service:
      consultation and questionnaire on strengthening the Fire and Rescue Service.
      Action: Members declined to comment.
    11. Wiltshire Open Spaces Study – town and parish needs and
      aspirations. Wiltshire Council had commissioned Ethos Environmental Planning
      to undertake an open spaces study to collect information about how much and
      what type of open space/outdoor facilities were required to meet the needs of
      local people. They would also be mapping all outdoor recreational provision
      and later in the process APC would receive by post a parish map to check.
      Action: the Clerk said she had responded to the initial
      survey.
    12. North Wessex Downs Annual Forum, Wednesday 15th October
      2014.
    13. Email: Free Highway Code Training at www.rightdriver.co.uk
    14. Acknowledgements from Dame Helen Ghosh (Director General of NT)
      and Sgt Barry Reed:
      the Chairman tabled thank you letters.
    15. Copy of letter from John Cronk to Jane Scott (Leader of WC):
      the Chairman read out the letter and reported that Mr Cronk was very concerned
      about the poor state of Footpath 22 (Bray Street to Pumping Station at the end
      of Church Walk) and pedestrian safety and mobility access. The Chairman said
      that he has spoken to WC 18 months ago and had been told it would cost about
      £20,000 to restore the path; this was their footpaths’ budget for the whole of
      Wiltshire for the year.
  14. Finance and admin:
    1. External auditor’s report: report tabled which members
      received. The Clerk reported Grant Thornton has sent a clean external audit.
    2. Clerk’s Annual Appraisal 29th August: the Chairman said a
      satisfactory meeting had taken place and that he had emailed a copy of the
      appraisal document to both the Clerk and Mrs Lewis; they would review the
      document prior to it being sent to members. Action: matters
      arising from the appraisal to be discussed at next meeting.
    3. Councillor training. Mrs Lewis reported that she had
      received no interest in training except from Mr Daniel who had already
      completed a course. Action: Mrs Lewis would send out
      information again to those that might benefit.
    4. Annual Inspection of Trusloe Play Area: the Clerk
      reported she had instructed RoSPA Playsafety to carry out the inspection in
      September and to include an accompanied inspection that would cost an
      additional £35.00 + VAT Action: Clerk to email all members on
      receipt of date of inspection so that interested members might attend the
      meeting.
    5. Cheques for payment: It was unanimously agreed that the
      following cheques be paid.

      1. Mr Len Adams: refurbishment of West Kennett bench £63.99
      2. WALC: Good Councillors Guide x3 £8.40
      3. Grant Thornton: external audit fee: 2013/14 £120.00
      4. Avebury Day: grant from APC £250.00
      5. J A Williamson: Chairman’s expenses: April 13 – March 14 £335.60
      6. J A Williamson: reimbursement of photocopying costs £81.40 during
        April 13 – March 14

      Proposed by Mr Dixon and seconded by Mrs Lewis. Cheques signed by the
      Chairman and Mr Dixon.

  15. Date of next meeting: 7.30pm on Tuesday 7th October 2014.
    The Chairman gave his apologies. He also suggested that it could be useful for
    APC to appoint a second Vice-Chairman, especially as Mike Bedford
    was often away. He wondered whether Maggie Lewis might be interested in view of
    her work with the Flood Group, Wi-Fi etc. Members agreed to consider the proposal
    and Mrs Lewis said she would like to think about it.
  16. Any other business: Ms Service reported that two people in
    Bray Street had complained about poor mobile telephone reception
    and one person had asked if it might be possible to install an unobtrusive mast.
    Mr Ryder-Morris said a solution might be for residents to purchase a product such as
    SureSignal (for Vodafone users) to improve signal strength. Action:
    Clerk to put issue on October agenda.
  17. The meeting closed at 20:57

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

  1. Copy of ACC’s Insurance Schedule