1st February 2017 ACSReC meeting Agenda

Avebury Parish Council

A meeting of Avebury Community Sports and Recreation Committee (ACSReC) will be held in the meeting room, Waggon and Horses, Beckhampton at 7.30pm on Wednesday 1st February

All members of the public are welcome to attend.

Maggie Lewis, Secretary ACSReC


  1. Apologies for absence
  2. Declarations of interest
  3. Minutes of last meeting and matters arising
    1. Noticeboard
  4. Budget
    1. Financial statement
    2. Bank update
    3. Fundraising
      • Film nights
    4. Maintenance
      1. Safety checks
        • Fire safety
        • PAT testing of electrical equipment
        • Risk assessment
      2. Inventory check
      3. Septic tank
    5. Groups
      1. Community Orchard Group
      2. Football Club
      3. Cricket Club
    6. Next meeting – frequency of meetings




24 October ACSReC Meeting Agenda

Avebury Parish Council

A meeting of Avebury Community Sports and Recreation Committee (ACSReC) will be held in the pavilion, Avebury Sportsfield at 7.30pm on Monday 24th October, 2016.

All members of the public are welcome to attend.

Maggie Lewis, Secretary ACSReC


  1. Apologies for absence
  2. Declarations of interest
  3. Minutes of last meeting
  4. Lease terms and conditions
  5. Noticeboard
  6. Budget
    1. to finalise budget proposals for presentation to the Parish Council
    2. Lloyd’s Bank update
    3. Fundraising
  7. Maintenance
    • External tap update
  8. Groups
    1. Community Orchard Group
    2. Football Club
    3. Cricket Club
  9. Date of next meeting

5 July 2016 Ordinary Meeting : Minutes

Avebury Parish Council    

Minutes of an ordinary meeting of Avebury Parish Council held on 5 July 2016 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, ASSC for Avebury Sports and Social Club, AWHS for Avebury World Heritage Site, AYFC for Avebury Youth Football Club, EH for English Heritage, LGA for Local Government Act, NT for the National Trust, TOR for Terms of Reference, UKN for Upper Kennet News, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:33

  1. Public question time: There were seven members of the public present for all or part of the meeting. The Chairman asked if anyone had any questions. A member of the public said he was keen to hear what Councillors had to say during the meeting. Another person asked when it was likely APC could look at the verges in Bray Street. The Chairman reported APC had agreed at its last meeting to look at the verges at the next on-site Planning Committee meeting, which would be arranged soon.
  2. Present:  Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice Chairman), Mr David Brotheridge, Mr Jon Campbell, Mrs Lynzey Paradise, Ms Zandria Service and Mr Stephen Stacey. In attendance: Wiltshire Councillor Mrs Jemima Milton, Miss Liz Moore (Clerk) and, for NT update at item 13, Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) and Mrs Eva Stuetzenberger (NT Visitor Engagement and Enterprises Manager).
  3. Apologies: Councillor Dr Mike Bedford and Mr Terence O’Connor.
  4. Membership: not covered.
  5. Declarations of interest: Mrs Paradise declared an interest as Chairman of the Avebury Day Committee and Mr Campbell declared an interest later under item 10 to report he lived next to the Nursery Site in Avebury Trusloe that may be subject to a development scheme.
  6. Minutes of meeting held on 7th June 2016: Mrs Lewis requested item 9.a.vii to be changed to ‘Mrs and Mrs Spratt (residents, High Street) would be using the Pavilion as a welfare unit for their builders for a fee payable to ACSReC / APC’. It was resolved to include the amendment. Proposed by Mrs Lewis, seconded by Mr Stacey and carried unanimously. Members then considered a request to amend the minutes received by email and circulated to members that day from Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape). The Clerk read out the following proposed changes to item 10.

                    Line 6:  “…. NT had been overwhelmed by feedback”.   This should read  “…. NT had been overwhelmed by positive feedback

                    Line 8:  “… and information on it was in the Solstice Newsletter.”  Please amend to “…. and further information will be circulated nearer the time.”

                    Sub-para e:  “… at great expense.”   Please amend to read “ … and options are currently being costed.”

                    2nd para, point 2:  “… NT did not have sufficient volunteers”.  This should read “… as policing the car park is not a good use of staff or volunteer time.”

                    Final sentence:  “… take the request away for action.”  Please amend to “…  take the request away for review.”

    It was resolved to include the amendments. Proposed by Mr Brotheridge, seconded by Mr Campbell and carried unanimously. Clerk to re-draft minutes and submit for approval at the next meeting of the Council.

  7. Matters arising from the minutes: none.
  8. Planning applications + results: including
    1. Full planning for two storey side extension, new vehicular access + garden/store to garden + removal of trees at 2 Bray Street, Avebury Trusloe, SN8 1RA. Ref: 16/04870/FUL. Plans were tabled and considered. The Chairman reported (i) the Avebury Society had emailed to advise an archaeological watching brief should be carried out and (ii) a resident of Bray Street had expressed concern about movement and parking of trucks during the development. In discussion it was noted (i) the proposed new vehicular access would reduce the number of cars parked in Bray Street and there appeared to be ample room for a new driveway (ii) Conservation would need further information on removing the banks. It was resolved to support the application without conditions. Proposed by Ms Service, seconded by Mr Williamson and carried unanimously.
    2. Full planning for car port and secure store at Trusloe Farmhouse, Frog Lane, Avebury Trusloe, SN8 1QS. Ref: 16/05335/FUL. Plans were tabled and considered. It was noted this was a new application following the withdrawal of application number 15/05342/FUL. See APC meeting minutes of 10 July 2015. In discussion members noted the applicant had followed advice to lower the height of the building and there were now no windows in the roof at the rear of the building, with only one small window at ground floor level. It was resolved to support the application without conditions. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously.                                                                                                    In a separate discussion it was noted footpath 22 was now in such a poor condition that it inhibited access for people with disablities. The Chairman stated that work to the whole length of the footpath was supposed to be in WC’s 2016/17 resurfacing scheme. The path was also used by cyclists and there was a query as to whether Sustrans would have any obligation to help maintain the path. Mrs Milton advised the Council that a three prong approach might be better by also putting the work through CATG and logging the request with WC. It was agreed an on-site meeting be arranged for 6pm on 20 July on the footpath outside Trulowe Manor, Bray Steet to look at the condition of footpath 22 and the issue of cars parking on verges in Bray Street. In the meantime and as per the advice of Mrs Milton, the Clerk would log the request to resurface footpath 22 via WC’s online reporting tool.
  9. Review of Summer Solstice 2016: (see appendix 1, Notes on Solstice 2016 Draft – previously circulated to members for comment). It was noted Solstice went very well. Mrs Lewis and Ms Service would be attending the National Trust’s Solstice Operational Planning Meeting de-brief the next day with APC’s draft feedback. The Chairman said the draft note should be updated to reflect that only two vehicles had been towed away. Mr Campbell and Mrs Paradise reported they had received many compliments from residents on the permit system administered by APC and Simon Rowe (WC Highways). Mrs Lewis said the Community Shop had also had no problems. Members agreed the Chairman should send a thank you letter to Lady Scott as Leader of Wiltshire Council (draft previously circulated to members) and also send thank you letters to the Police, WC and NT.
  10. Parking in Trusloe:
    1. Review of planning report provided by AHA’s planning consultants (previously circulated to members): the Chairman stated the existing uses of the site included casual parking and APC’s play area. It was likely that car parking would be allowed and the three options from the report were read out by the Chairman. The planners could consider 1. In-fill housing of one or possibly a few houses 2. Rural exceptions permission for affordable housing with the land being sold at a low price for low cost housing 3. Community Right to Build where planning permission could follow community support and a local referendum. Members agreed the site should be looked at again and all options explored.
    2. Report on meeting with Centurion Western: the Chairman reported he had attended a meeting with David Croft (Centurion Western) on the 4 July. The company would be happy to do a land swap if that helped to provide parking and housing and they were also interested to sell the land. The AHA indicative sketch plan of the Avebury Trusloe Nursery Site from April 2014 was tabled. It was noted that the extent of a permission to in-fill would largely be a political decision. Mrs Jemima Milton recommended using the nomination rights to houses process to provide ‘local homes for local people’.  She gave an example of a recent successful housing development in Ogbourne St George. Mr Campbell declared an interest as he lived next to the site and reported that 10 years ago the play area had been used as a meeting place by teenagers for drinking but now mainly young children used it. In further discussion it was felt a play area should be retained on one part of the site for existing households with children and for future families. It was agreed that APC arrange a meeting with Dan Bennett of AHA. The Chairman to use his past professional experience to put together a costing for the combined project including ballpark land values. It was noted options could also include self build.
  11. Transport Group:
    1. Applications to CATG for extension of 30mph speed limit on Swindon Road: in progress and signs should be put in place in the next few weeks.
    2. Improvements to the A4 at Beckhampton and West Kennett: in progress.
    3. Footpaths: in progress, Mrs Lewis reported her husband was waiting to hear from Steve Leonard (WC).
  12. ACSReC:
    1. Report on 28 June meeting: Mrs Lewis reported:
      1. 27 vehicles had parked on the Sportsfield under the King’s Drummers solstice parking and permit scheme.
      2. ACSReC would be holding a table top sale in ASSC to raise funds for the Sportsfield.
      3. A pilates teacher was in the process of considering the Pavilion as a venue for her lessons.
      4. AYFC had a new six aside football team.
      5. A cheque had been received from the map man for £100 and  ACSReC had agreed to write a letter of thanks.
      6. Apple Day was scheduled for 8 October 2016.                                  The Chairman asked if anyone had any questions. Mrs Milton offered to speak to Andrew Jack about options for funding repairs to the Pavilion roof and her offer was accepted.
    2. ACSReC Terms of Reference (including new paragraph at item 6) was adopted and received for inclusion in the minute book. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
    3. Budget: ACSReC’s annual forecast and budget was tabled (previously circulated to members). It was noted the draft budget had only been received in the past couple of days and further time would be needed to consider it as the budget needed to be agreed by APC. In discussion members noted ACSReC required a handyman for work listed that had previously been done free of charge by ACC. In addition further clarification was requested on the following maintenance and capital expenditure items: (i) overseeding every two years (ii) cleaning services (iii) repairing erosion damage to field inside front gate (iv) installation of grass protection (rubber matting) to field inside front gate. It was agreed to defer further discussion on the budget to the extra meeting (also ACSReC Committee meeting) on 27 July and to include the terms of the Sportsfield lease renewal as an item on the agenda as well.
    4. New mains water supply at the Pavilion: Mr Brotheridge reported the new water supply was up and running. The Chairman expressed many thanks to him for overseeing its installation. In discussion it was noted the old supply into the Pavilion had not been permanently capped off and it was agreed that the work should be done to prevent anyone tampering with the connection. Mr Brotheridge / the Clerk to organise the plumbing work.
  13. National Trust update and dialogue: the Chairman welcomed Jan Tomlin and Eva Stuetzenberger and invited them to provide an update on the work of the NT. Mrs Tomlin said she would provide a short update and a written brief. Mrs Tomlin reported:

    –  We will shortly submit Listed Building Consent for a replacement entrance sign at Avebury Manor, as outlined at the June meeting.  

    –  We are also submitting a Planning Application for a welcome sign next to the footpath from the main NT visitor car park.  This will replace the large free-standing sign that has been in place for about 5 years.

    –  All our activities and events are detailed on our website:  www.nationaltrust.org.uk/avebury.  For July, our activities include Yoga in the Manor Garden, Walks in the Henge with the Archaeologist, our Summer of Play activities and a craft market in the Farm Yard.  

    In answer to a question from a PC member about the potential closure of the Ridgeway, Jan Tomlin advised that concerns about activities and safety on the Ridgeway during last year’s Solstice had been raised in the March meeting of the Avebury Sacred Sites Forum.  The Forum had recommended to the Avebury Solstice Operations Planning Meeting that the Ridgeway be closed to traffic over Solstice for the safety of those seeking to camp on the Ridgeway, those wishing to pass along the byway, and the staff of organisations managing Solstice for the benefit of all.  The proposal for a planned closure of the Ridgeway was not progressed this year, but the option to effect an emergency closure of the Ridgeway for safety reasons had always been a possibility.  A full debrief of this year’s Solstice would take place on 6 July.  Feedback received at this meeting would help to inform future plans for Solstice management.

  14. Local issues: the Chairman reported:
    1. Avebury Day grant application: the draft budget had been circulated to members that afternoon. Mrs Paradise explained expenditure had increased and as a result the Committee had decided to introduce a £1 entry fee. Mrs Paradise stated that income was approximately £13,000 and outgoings £12,500 with retained funds of £875. In discussion members expressed reservations about providing a grant directly to the Avebury Day Charity as the Charity would be donating money back to ACSReC / APC. It was agreed more detailed discussion of the figures was needed, including the possibility of deficit funding.  Decision deferred to APC and ACSReC meeting on 27 July. Proposed by Mrs Paradise, seconded by Ms Service and carried unanimously.
    2. Street cleaning in High Street and Avebury Trusloe: not yet carried out by WC. It was noted there was more litter left lying around since solstice and that the Parish would benefit from another community litter pick. Clerk to re-order street cleaning. A meeting with the Parish Steward had been deferred to the Autumn by WC due to internal restructuring.
    3. Strimming in Church Walk / Hunters Walk (footpath 22): as above and see item 14 e.
    4. Jetting of culvert in Beckhampton: Mrs Lewis read out the email received from WC and explained the work was on the list but no time frame had been given as there was only one machine in operation for the whole of Wiltshire.
    5. Footpath clearing along A4 at West Kennett: not yet carried out by WC. Mrs Paradise reported half of footpath 22 had been strimmed by a volunteer. The Clerk advised any voluntary work carried out must be approved by APC so that volunteers could be automatically covered by the Parish Council insurance policy.
    6. Planters in High Street: work in progress and it was noted a new planter might be needed depending on whether the planter held together after moving it. Mrs Lewis said new planters could be bought cost effectively from Erlestoke Prison.
    7. Pothole on the Avenue: it was noted the pothole two thirds of the way down the Avenue had appeared to have been filled temporarily but then reappeared again. Clerk to log work on WC reporting tool.
    8. URC Chapel: no further update from the Chapel Group.
    9. Housing Needs Survey: deferred to next meeting on 27 July. Members noted a survey would need to carried out soon to feed into the project on the Nursery Site at Avebury Trusloe.
    10. Community Wi-Fi and Broadband speeds: Mrs Lewis reported the router in the Social Centre was not yet plugged in and that ASSC was installing telephone and broadband services into the Club for the first time. The Chairman said a benefit was that wifi transmission would extend into the Henge approximately 60 metres from the Club.
    11. Defibrillator for Avebury: Mrs Lewis reported there were two options 1) buy a defibrillator or 2) use the Ambulance Service Scheme (Research by Mrs Lewis previously circulated to members and see appendix 2). The Chairman invited Rev Maria Shepherdson to speak. She said that Rotary International had been funding defibrillators in villages and could also advise on types of defibrillators. It was agreed Mrs Lewis would carry out further research by contacting Rotary International, looking at what other villages had done and by emailing Andrew Jack for advice and options on funding through MAB.
    12. Parish Steward Scheme: the Clerk said WC Highways had requested the Parish Council nominate a representative who would be responsible for collating the top five priority works across the Parish for the Parish Steward to do. It was noted the scheme started in the Autumn (October 2016). It was resolved to nominate Mr Brotheridge as APC’s representative / main point of contact. Proposed by Mr Stacey, seconded by Ms Service and carried unanimously.
  15. Communications: June Headlines submitted to July Edition of UKN.
  16. Correspondence: the Clerk reported various correspondence had been received including an expression of interest in joining APC from a member of the public and a request for support from Citizen’s Advice Bureau. It was noted elections would be taking place in May 2017 and therefore members of the public could nominate themselves for the role of parish councillor the following year. Any requests from charities for donations or support during the year were normally considered annually at APC’s meeting in November.
  17. Finance and admin: the Chairman reported:
    1. Review of Financial Regulations, Standing Orders and Policy: work in progress.
    2. VAT registration status, payments: in progress.
    3. The approved minutes of ACSReC meeting 24 May 2016 were tabled and received. (See appendix 2).
    4. Cheques for payment and cheques for ratification: the Clerk reported the invoice for the aerator had now been received but the price had been misquoted as £769 (ex VAT) at APC’s meeting on 3 May and therefore Mr Dominic Fry (Chairman, ACC) had offered to fund the difference. (Funding for the aerator was £384.50 from APC, £384.50 from ACSReC and £105.62 from ACC). It was resolved that the following cheques be paid. Proposed by Mr Stacey, seconded by Mr Campbell and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.
      1.  R Marsh Design Ltd: 6ft Aerator for Sports Field inc VAT     £1,049.55
      2. J.A. Gunter (Talits): to carry out a watching brief at installation of new mains water supply and to provide a report [rewrite cheque] £184.00
      3. Whatley & Co. (Pewsey) Ltd: to trench in new water supply at the Sports Field inc VAT                                                                £2,580.00
      4. Liz Moore: Clerk’s overtime and expenses: 22 May – 21 June 2016                                                                                         £280.94
  18. Dates of next meetings: informal on-site meeting starting at 6pm on Wednesday 20 July 2016 outside Truslowe Manor, extra APC meeting with ACSReC at 7:30pm on 27 July at the Pavilion, Avebury Sports Field, for which Mrs Milton gave her apologies, and then ordinary meeting on 6 September.
  19. Any other business: none raised by members. The Chairman asked the public if they had any final questions.
    1. A question was raised as to who was responsible for the tarmac footpath running adjacent to the A4361 outside the Red Lion PH car park wall as the surface was now very rough. The Chairman stated it was the responsibility of WC Highways. Action: Clerk to put item on next meeting agenda.
    2. It was noted it would not be necessary for the NT to attend APC’s next meeting on 27 July as it was an extra Ordinary Meeting.
  20. The meeting closed at 20:58

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

  1. Notes on Solstice 2016 Draft – dated 29 June 2016
  2. ACSReC Draft Budget
  3. Defibrillator Research
  4. Minutes of ACSReC meeting 24 May 2016

7 June 2016 Ordinary Meeting : Minutes

Avebury Parish Council    

Minutes of an ordinary meeting of Avebury Parish Council held on 7 June 2016 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, AWHS for Avebury World Heritage Site, AYFC for Avebury Youth Football Club, CPO for Compulsory Purchase Order, EH for English Heritage, LGA for Local Government Act, NT for the National Trust, TOR for Terms of Reference, TTRO for Temporary Traffic Regulation Order, UKN for Upper Kennet News, URC for United Reform Church, WC for Wiltshire Council and WHS for World Heritage Site.

Time Started: 19:30

  1. Public question time: There were six members of the public present for all or part of the meeting. The Chairman welcomed everyone and said he would open the meeting from time to time for public contributions. He also welcomed having a new standing item on APC’s agendas of an NT Update for communication between the NT and APC, and would be opening the meeting at item 10 to invite NT staff in attendance to contribute.  He added that there would be a confidential session at the end of the meeting to co-opt a new member, and a hold a positive review of NT issues; APC wanted to focus on the present and the future, and how best the NT and APC could work towards the aims agreed at APC’s last meeting of achieving clarity, transparency, mutual respect and trust. The Chairman asked if any members of the public had any questions. Mrs Lewis said she had been asked to raise two issues by a member of the public. The first concerned fly tipping of building rubble on the Nursery Site and the second was people playing music inconsiderately. It was noted the first issue was for AHA to action as the waste material was on their land. On the second issue, members agreed a box advert would be submitted to UKN asking people to be considerate of their neighbours when playing music / entertaining.
  2. Present: Councillors Mr Andrew Williamson (Chairman), Mrs Maggie Lewis (Vice Chairman), Mr David Brotheridge, Mr Jon Campbell (from item 2 onwards), Mrs Lynzey Paradise and Ms Zandria Service. In attendance: Miss Liz Moore (Clerk) and, for NT update at item 10, Mrs Jan Tomlin (NT General Manager, Wiltshire Landscape) and Ms Catherine Hosie (NT Estate Manager).
  3. Apologies: Councillors Mr Stephen Stacey, Dr Mike Bedford (Vice-Chairman) and Mrs Jemima Milton (Wiltshire Councillor).
  4. Declarations of interest: Mrs Paradise declared an interest as Chairman of the Avebury Day Committee and Mr Campbell declared an interest later under item 8.c. to report he lived next to the Nursery Site in Avebury Trusloe that may be subject to a development scheme.
  5. Minutes of meeting held on 13th May 2016: Unanimously agreed as an accurate record. Proposed by Ms Service and seconded by Mr Campbell.
  6. Matters arising from the minutes: Minute reference 9: it was confirmed that item 14 of the Premises Licence decision for the NT estate was a sub-clause of clause 6 of the decision and not a separate item.
  7. Planning applications + results: including
    1. Full Planning and Listed Building Consent for new lighting in the car park of the Waggon and Horses PH Ref: 16/03642/FUL. Plans were tabled and considered. It was noted the planning application was for 10 solar powered bollards in the parking area opposite the pub, four tall lamps behind the pub and 10 down lighters on the front of the building. The following points were made:
      1. WHS Management Plan’s aim was to reduce light pollution.
      2. The Parish Council’s general approach was to reduce the impact of street lighting and lighting around Beckhampton roundabout to enhance ‘dark skies’ for the benefit of local residents and the WHS.
      3. From a safety point of view more lighting would be preferable in the layby.
      4. The effectiveness of solar powered bollards in the shade of trees around the layby area was questioned.
      5. The Red Lion did much in 2013 to reduce the impact of its lighting proposals on the village in Avebury and on the WHS. The Waggon and Horses should do the same.
      6. The Design, Heritage and Access Statement was read out in part and it was noted there was no reference to the WHS Management Plan.

      Members supported the idea of safety but felt a statement on light pollution was required in the Design, Heritage and Access Statement to minimise the impact of the lighting. It was resolved to support the application subject to the following condition: 1. A review to be carried out on the likely effects of light pollution as site is in the World Heritage Site and should take into account the aims of the WHS Management Plan (see policy Ie).

    2. Response from WC to APC’s representations on the housing development at Manor Farm, Winterbourne Monkton Ref: 16/00151/FUL. (Previously circulated to members). The Chairman reported WC had considered there were no justifiable planning grounds upon which to refuse planning permission.
  8. Transport Group: the Chairman reported:
      1. Progress report following meeting on 8 March 2016: not covered in detail as Dr Bedford not present but see below.
      2. Applications to CATG:
        1. Wiltshire Council consultation on extending 30 mph limit on Swindon Road: it was agreed APC write in support of its own application.
        2. A4 improvements: Mr Steve Hind (WC) had responded to say the second stage of the feasibility study for the A4 would progress once WC had removed a backlog of construction projects.
      3. Parking in Trusloe: a report from AHA’s planning consultant was read out in part. Three points / recommendations from the report were that planning permission might be given under three headings 1. In-fill housing and parking 2. rural exceptions permission for affordable housing and parking 3. Community Right to Build. The report had concluded there were a number of existing trees to consider. Evidence of housing need and community support would be needed prior to an approach for pre-application advice from the Planning Department. It was noted the project would be dependent on the private landowner (Centurion Western) and their willingness to sell their land. Action: Chairman to email the report to APC members and the Chairman / APC to talk to Mr David Croft of Centurion Western. Mr Campbell declared an interest that he lived next to the site and that personally he would like to see the site better used and had no issue with building on it. He asked if APC had considered a CPO. The Chairman said APC had written in February 2014 to Mr John Thomson (Deputy Leader of Wiltshire Council) to ask if WC would consider using its CPO powers, but it had appeared unlikely that WC would be prepared to do so.
      4. Footpaths: No further update. Mrs Lewis to ask her husband if he had made contact with Beth Thomas (WHS Officer) as Mr Lewis’ footpath survey needed to be incorporated into the WHS Footpath Plan.
  9. ACSReC: including:
    1. Report on 24 May meeting: Mrs Paradise reported an in-depth meeting had taken place with lots of ideas for fundraising. The following points emerged:
      1. The King’s Drummers solstice parking and permit had been agreed and members noted an ACSReC member and King’s Drummer representative would both be supervising their parking on the Sportsfield.
      2. ACSReC had questioned if street trading rules applied to the map man as they were concerned about setting a precedent. The Chairman opened the meeting up to the public and asked if there were any questions. There were no questions. It was noted the map man sold his maps as a hobby and wished to carry on for as long as he could.
      3. Cleaning services had been arranged for the Pavilion.
      4. ACSReC was working on a proposal for a Scheme of delegation and a budget. The Chairman requested that ACSReC should not set up a petty cash float due to the problems of managing cash but that the costs of small items should be reimbursed as expense claims supported by receipts. APC members agreed. Mrs Paradise said the Committee would like to arrange for others to spend small amounts of money in between meetings. It was noted Standing Orders would need to be updated to reflect that request.
      5. The Pavilion roof was leaking again due to wear and tear of trees on the felt roof. Mrs Paradise was talking to Mr Andrew Jack (WC Co-ordinator) about possible funding options. In the interim ACSReC would explore ways of fundraising including working with others to find a long term solution for the Pavilion that would be more sustainable.            The Chairman opened the meeting to the public. The general view was that it was worth investigating thoroughly the options for the Pavilion with a suggestion from a member of the public that the space could be used to hold the existing pilates classes that were run in the village. The Pavilion could be a potential money pit and therefore there was a need to find low-cost interim solutions such as spraying the Pavilion roof with a sealant and cutting back the trees as opposed to re-roofing the building.
      6. Bookings: Wiltshire Jaguar Enthusiasts’ Club would not be using the Sports Field that year.
      7. Mrs and Mrs Spratt (Residents, High Street) would be using the Pavilion as a Welfare Unit for their builders for a fee payable to ACSReC / APC.
    2. Items from APC 13 May meeting: Mrs Lewis to contact Lloyds Business Banking; account still not in APC control due to a further query from the bank.
    3. Aerator purchase: Mr Fry chasing the invoice from the supplier.
    4. Task and finish group on renewal of sports-field lease: the Chairman tabled a document he had put together entitled ‘Renewal of Sports Field Lease’ dated 2 June 2016 (previously circulated to members and see appendix 1). The document brought members up to date on background of the lease, NT’s suggested terms, APC’s discussions to date and points for clarification. In discussion it was felt it would be useful if the lease included specific categories of use, worth exploring funding options and that a working party consisting of interested members and users of the field be set up to consider the details of the lease. Ms Hosie said she looked forward to receiving APC’s proposal. It was resolved that a Task and Finish Group be set up to look at the details of the lease and then make recommendations to APC. It was agreed its members be Mike Bedford (Chairman), Lynzey Paradise, Dominic Fry and Andrew Williamson. Proposed by Mr Brotheridge, seconded by Ms Service and carried unanimously.
    5. Progress report on installation of mains water supply to Pavilion: Mr Brotheridge reported that internal floor repairs had been completed and the contractor had made good an area on top of the trench that had sunk slightly by back filling with topsoil. Thames Water had given a provisional date of 23-24 June to do the final link up to the mains supply. Members agreed payment of Whatley’s invoice be deferred to the next meeting to ensure that the whole system worked once Thames Water had made the final connection.
  10. National Trust Update: the Chairman invited Mrs Jan Tomlin to provide an update on the work of the NT. She thanked members for the invitation and explained she was responsible for managing the various sites in the NT’s Wiltshire Landscape area which included Stonehenge. She said her colleague Ms Catherine Hosie’s role had recently changed from Rural Surveyor to Estate Manager and that she looked after the outdoor areas. Mrs Tomlin explained the NT had been overwhelmed by positive feedback from 19 May NT update evening and as a result had decided to run two meetings a year, alternating between a daytimes and evenings. She said the next meeting would be on Tuesday 25 October in the daytime and further information will be circulated nearer the time. Mrs Tomlin reported on the work of the NT as follows:
    1. NT was providing a bus on 10 August to the Durrington Walls excavation for local people interested in archaeology.
    2. The archway in the Coach House was being fixed that week; the Coach House would be open for Solstice but then closed again for refurbishment later in the year.
    3. Box blight had devastated the box plants in the Manor Garden and the Head Gardener had given a report on Wiltshire Radio (see BBCiPlayer).
    4. NT had plans to replace the freestanding sign outside the Manor with an oak framed sign on the wall and the sign would be fitted into existing holes.
    5. The Manor House boiler system needed to be replaced and options are currently being costed.

    Thanks were expressed to Mrs Tomlin for her report and the Chairman opened the meeting to the public to ask questions. Mr Brotheridge asked if the NT had any resources in place to monitor the small NT car park in the High Street and any future plans for charging / pay and display. Mrs Tomlin explained: 1. NT was not encouraging visitors to that car park and therefore from a personal point of view she was not wanting a pay and display system. She added the main NT car park was where visitors were welcomed. 2. Policing the small car park was a challenge as policing the car park is not a good use of staff or volunteer time. 3. The NT was conducting a national review of its car parks and would not want to introduce new solutions until the review was completed. Mrs Tomlin said she struggled to get parking space for volunteers and disabled people at the Farmyard. Two separate questions were asked as to whether it would be possible to make the small car park bigger and to change the sign from tourist to residents’ parking. Mrs Tomlin said it would probably not be feasible to extend the parking due to archaeology on the site and that the small car park was also for use by NT and the disabled. Rev Maria Shepherdson said the question was how APC might make its views known to the wider NT ‘umbrella’ organisation so that APC’s points could be taken into account during the national review, and the Chairman welcomed her suggestion. A final question was asked by Mrs Lewis as to whether the disabled bays in the car park could be re-painted and Mrs Tomlin agreed to take the request away for review. The Chairman thanked both members of NT staff.

  11. Avebury Day: Mrs Paradise said Eva Stuetzenberger (NT Visitor Engagement and Enterprises Manager) and Mr Dominic Fry (Avebury Day Committee) were working closely together on ideas for Avebury Day. Mrs Paradise invited Mrs Tomlin to report on the NT’s involvement:
    1. NT would be providing a Countryside Trailer with all sorts of nature related activities for children and families.
    2. NT would be providing toy tractors for children to ride on.
    3. NT was not able to promote Avebury Day on its main web site due to charity rules but had found ways to promote it elsewhere.                                                 Mrs Paradise asked the NT to pass on thanks to Eva Stuetzenberger. Mrs Paradise provided the following report:
      1. Letters had been sent to residents in the Parish inviting them to the residents’ lunch; blue wrist bands would be issued to those taking part as the lunch was intended for residents only. At the last event two years ago about 500 people had attended.
      2. The Committee had decided to extend the day into the evening with music from local bands.
      3. There would be a thank you barbeque on the Sunday after Avebury Day and a general clear up.
      4. 72 stalls were booked so far.
      5. Banners would be going up in the local area for a couple of days at a time.                                                                                                    Donation from APC for Avebury Day: the budget was discussed, Mrs Paradise reported there was some working capital available and the charity would be donating the majority of the proceeds for the Pavilion / Sports Field. In general members were happy to provide a donation for Avebury Day if it was required, but decision deferred to July meeting so that Mrs Paradise could provide details of the budget / report on income and expenditure to APC.
  12. Local issues: the Chairman reported:
      1. Parking permits for Solstice: parking permits would be issued to people who normally parked their cars on the highway, no permits would be needed for people doing drop-offs and WC wanted to keep the permit process low-key. In addition, it was noted the Henge Shop may need some permits, St James’ needed 12, the NT would have free access and shop volunteers could park at The Rectory. Action: the Chairman to email his contacts list with further information and instructions on how to request a permit and he and Mr Campbell to deliver the information by hand to those not on email that may need a permit.
      2. Results of community litter pick: the litter pick was very well received by the public.  In total 10 large bin bags were filled and a report of the event had been published in the Gazette and Herald on 2 June 2016. Members thanked Ms Service for organizing the event and other members agreed they would do more dates.
      3. Repairs to Trusloe Play Area: the Clerk and Mr Campbell had inspected the work to the seesaw separately. It had been completed to a high standard by Wicksteed, and Mr Brotheridge was thanked for repainting it.
      4. URC Chapel: no further information.
      5. Housing Needs Survey: deferred to next meeting.
      6. Community Wi-Fi and Broadband speeds: Mrs Lewis reported work in progress and soon to be available in the Social Centre.
      7. Defibrillator for Avebury: Mrs Lewis to put together a list of pros and cons for purchasing a defibrillator from the British Heart Foundation or the Ambulance Service.
      8. Avebury Rocks: the event would be taking place on 9 July at East Farm.
      9. Tree and hedge cutting in Trusloe: hedge work had been requested, Clerk to seek advice from WC on work to a tree overhanging the highway. It was noted additional hedge cutting was required on the A4 outside Jasmine Cottage, Clerk to refer request to WC Highways.
      10. Street cleaning in High Street, Church Walk / Hunters Walk and Avebury Trusloe: the work had been ordered, to be followed up at the next meeting with the Parish Steward.
      11. Jetting of culvert in Beckhampton: Mrs Lewis to email Mr Martin Cook (WC Highways) to chase original request.
      12. Footpath clearing along A4 at West Kennett: to be referred to the Parish Steward.
      13. Removal of footpath railings in Avebury Trusloe: Whilst eight households had requested the removal of the railings, several calls had been received over the past couple of months from other residents living in or near South Street requesting the railings not to be removed for safety reasons as the road was dangerous. In addition, the railings slowed down children on bicycles and helped prevent accidents to elderly people who might be walking on the footpaths. On balance members decided to maintain the status quo but review the situation in a year’s time.
      14. Pothole on the Avenue: to be ordered.
      15. Ms Service asked if the Parish Council could look at the verges in Bray Street in the next few months to see if it would be possible to create a small layby for parking. Request deferred to next Planning Committee Meeting.
      16. Mrs Paradise reported the top two planters in the High Street were still an issue for Mr Wilding, the problem might be resolved if the second planter was moved closer to the pavement and there had been several complaints about the scruffiness of the planters. Members agreed to try moving the second planter and, should traffic control be compromised, to move the planter back.
  13. Confidential session: Prior to commencement of item 13, Mrs Tomlin reported she was answering some questions following the NT’s meeting at St James’ personally and other answers to questions were included in a single information pack that would be put in the following locations for reference only: (i) the Community Shop, (ii) the Church and (iii) the NT Estate Office. It was noted the packs also contained a summary of the slides from that meeting, the packs could be copied for individual use but were not available in any other form. Mrs Tomlin wished to clarify to all that to the best of her knowledge the NT had no intentions of running weddings or wedding receptions at Avebury. A member of the public reported she had not had a response from the NT yet after reporting a nauseous smell coming from 4 Green Street. Mrs Tomlin said she had been assured a test had been carried out, but as there was still a problem she would look into the matter. The Chairman thanked Mrs Tomlin and Ms Hosie for attending the meeting that evening, especially as Mrs Tomlin had interrupted her annual leave to be present. The Chairman stated that in view of the confidential nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded.
    1. Co-option of new member: in discussion members noted that Mr Terence O’Connor had expressed interest in the position and it was resolved unanimously that he be co-opted to the Parish Council. Proposed by Mr Brotheridge, seconded by Mrs Lewis and carried unanimously. Clerk to write to Mr O’Connor.
    2. Review of:
      1. National Trust meeting on 19 May
      2. correspondence with NT
      3. subsequent meetings

    In discussion members agreed arrangements for working positively with the National Trust including provision of a standing item on each APC agenda for an NT update, working with the NT on joint projects and using APC’s consultation process as the need might arise.

  14. Communications: 3 May and 13 May Headlines submitted for June edition of UKN.
  15. Correspondence: the Clerk tabled:
    1. Letter from Fields in Trust outlining the Centenary Fields Programme. It was noted the scheme was not relevant to APC as the NT owned the Sports Field.
  16. Finance and admin: the Chairman reported:
    1. Internal audit: completed on 26 May and a clean audit had been given.
    2. Accounts Audit year ended 31 March 2016: the Annual Return was tabled and it was resolved to approve the Accounting Statements (Section 2) of the Annual Return (see appendix 2) and that the form be signed and returned to Grant Thornton UK LLP. Proposed by Ms Service, seconded by Mr Brotheridge and carried unanimously.
    3. Review of Financial Regulations, Standing Orders and TOR of Committees: Chairman and Clerk to work on updating Financial Regulations and Standing Orders. It was resolved to adopt the updated Terms of Reference for ACSReC (See appendix 3).
    4. The working draft of the Consultation Scheme dated 14 May 2016 was adopted and received for inclusion in the minute book.
    5. VAT registration status, payments: in progress.
    6. The approved minutes of ACSReC meeting 26 April 2016 were tabled and received. (See appendix 5).
    7. Cheques for payment and cheques for ratification: it was resolved that the following cheques be paid. Proposed by Mrs Lewis, seconded by Ms Service and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.
      1. Jamie Guy: end of year internal audit for 2015/2016 accounts  £75.00
      2. Talits (J.A. Gunter): to carry out a watching brief at installation of new mains water supply and provide a report                                   £184.00
      3. Community First: annual membership 2016-2017                     £36.00
      4. Wicksteed Leisure Ltd: supply and fitting of new seats and protective skirt to see-saw                                                                          £828.00
      5. Mr David Brotheridge: paint for see-saw and basketball post    £16.96
      6. Liz Moore: Clerk’s overtime and expenses: 22 April – 21 May 2016                                                                                           £515.19
  17. Date of next meeting: 7:30pm on Tuesday 5 July 2016 at the Social Centre.
  18. Any other business: none.
  19. The meeting closed at 22:13

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

  1. Renewal of Sportsfield lease dated 2 June 2016
  2. Accounting Statements (Section 2) of Annual Return 2015/2016
  3. Terms of Reference for ACSReC dated 14 May 2016
  4. Consultation Scheme for Avebury dated 14 May 2016
  5. Minutes of ACSRec meeting 26 April 2016

29 Mar 2010 Annual Parish Meeting : Minutes

Annual Parish meeting held on the 29th March 2010.

Three amendments were agreed at the Annual Parish meeting on 7 April 2011 to the draft minutes of the meeting on 29 March 2010 and these are shown in bold in the text below:

  1. The addition of Dr Mike Bedford under apologies (page 1)
  2. Salt bin to be moved in Kyters Walk (page 2)
  3. A revised amendment proposed by Ms Linda Jenkins and seconded by Mr John Wilding (page 3)

There were 31 members of the public present for this meeting.

Apologies were received from Mr & Mrs Latimer-Kerr and Dr Mike Bedford.

The previous years minutes were read, agreed and signed.

Mrs Farthing commented that she had not agreed to the use of the Glebe field for the next 3 years.  This was noted.

Chairman, Mrs Baldrey read through her report of work carried out throughout the last year.  Mrs Karen Pearson had resigned from the Parish Council due to work commitments.  Mrs Pearson was replaced by Mr Andrew Williamson who was co-0pted onto the P.C.

Chairman commented that things were very different under the new Wiltshire Council, she then introduced Cllr Mrs Milton who was the new Cllr for West Selkley Ward.

Chairman informed members that she and the clerk try to attend each of the Area Boards every 6 weeks or so. Cllr Hinder attends the MAVCAP meetings on behalf of the Parish Council. Chairman said she was somewhat confused as to why two groups  were necessary, but as it is early days under the new regime and this may become clearer later.
Avebury village came third in the 2009 Best Kept Village but are not entering this year .
Several Highway matters came to the fore, speeding through Beckhampton and the safety aspect of this became urgent and to this end Cllr Milton had met residents and there would now be bollards etc to slow down the vehicles as they approached Beckhampton,  this would take place by September this year.
There was still great concern about the turning onto the A4361 at Trusloe, the A4 north of the village and the A4 at West Kennett. These concerns were raised regularly at the Traffic & Visitor Management meetings  but are regularly rebuffed by Police personnel and Highways representatives as the correct criteria for speed limits do not apply to the areas in question.
Will, the Parish Steward continues to do a good job in Avebury and always does his best to complete jobs that need doing.  If the public have any concerns over the area he covers then let the Chairman know and she will try to make sure that Will attends to them.  During the recent bad weather the salt bins were kept filled and an extra one was placed at Trusloe.
The Chairman sent a letter of thanks to the Community Shop who stayed open throughout this bad winter and this was much appreciated by many people.
The Chairman thanked those people who litter pick throughout the Parish, they quietly go about this work without fuss or payment.
Unfortunately the new fence around the play area has been vandalised.  The P.C. hope to get this repaired this year at great expense.  Having to replace the play area fencing means that we are unable to improve the equipment in the near future.
After all of the consultations, meetings and discussion about a Pagan Campsite away from any settlement in the Parish,it all ended with what was a fudged decision with the tenting taking place in the Glebe field and in the car park at the back of the vicarage. There has been no solution at all as to where campers can go. The Pagan Community are still trying to negotiate a way in for the campers, other than using the Ridgeway. Although the P.C. has managed to reach a reasonable rapport with all involved participants, mainly the N.T.  E.H. the Police and Pagan community, the patience of some has worn a little thin at this time.  In the short term, we have been informed by Scott Green that the Glebe field will be used for the next three years, although Mrs Farthing, the tenant of the Glebe Field, denies this.
Scott Green, the property manager for the N.T. at Avebury has recently left and the New property manager, Janet Tomlin was present tonight to answer any village concerns.

P.C. Bayliss has left us and we welcome Sarah Watts who has recently taken his place.  Thanks go to P.C. Bayliss for the work carried out by him and his PCSO  Polly Ritchens. Polly is staying with Sarah.

Work is still going on with fund raising for the Avebury Sports Association.  Jenny Haines, chairman of ASA gave a report outlining the years events and reminding all that there will be another Avebury Weekend in July.
The future of Avebury Club is in the balance at the moment through lack of custom and members, and recently the P.C. were informed that the Froebel Centre was closing and another type of nursery style centre could open on the premises.
The 2008/9 audited account books are available this evening for inspection should anyone wish to do so.

During question time Heather Peak-Garland reminded the W.C. that although there is a R.O.W past her house the grit bin was blocking her access. She had requested that the bin be moved along Kyters Walk, but not removed. Peter Hanson said he would get it moved.
Question were raised about the solstice arrangements for this year which we have been told by the Police that they would be the same as last year except for the use of the Glebe Field.  There is still nowhere for campers and only tents would be allowed in the car park but agreement has yet to be reached.
Gordon Rimes asked that the sign at the top of the High Street
Be put back up.  Mr Hanson would deal with this.
Mrs Tomlin was asked about the plans put in recently by Mr Mallett for change of use of the coach house from A1 to b1 business use.  Mrs Tomlin said that there was no likelihood of the N.T. agreeing to any lease at any time as the water supply for the toilets was in this building.
Mr Mann stated that the Coach House was in a bad state of repair.
Mr Holmes reported that the application had not been correctly made out and should never have been submitted. Mr Holmes also felt that there were not enough N.T. wardens in the village at peak times.
Mr Paradise asked that the holes in the High street needed attention and that it was over 30 years since the High Street had been resurfaced.  Peter Hanson said that this is unlikely in the near future.
The footpath over the bridges will not be resurfaced this year but some general repairs may be carried out.
Mrs Farthing said that pot holes and breaking away of green Street needed attention.  Mr Hanson would look into this. He also said that if there are any concerns about this sort of issue, then the people to phone was CLARENCE on 0800 232323 and report the problems.
Gordon Rimes asked when the N.T. and W.C.   would drop the curb of the entrance into the circle for disabled access.  Jan Tomlin said this would be looked into along with comments from Wiltshire Highways,
The footpath from the car park to the High Street was in a bad state of repair and clerk would email Esther Daly to try to get this sorted out.
Lady Beale asked that bins again be provided in the High street and with the addition of a dog waste bin.  As there is only a fortnightly collection this may not be feasible, but Mrs Milton was asked if the Council could do anything about this. It was noted that a new grit bin was needed in the High Street. Peter Hanson had noted this and would try to oblige.

Ms Linda Jenkins raised a concern about the minutes of PC meetings, asking that topics and outcomes/decisions be communicated clearly, rather than e.g. “a letter from X was read out and discussed”.

Cllr Baldrey emphasised the distinction between minutes and resumes, and Ms Jenkins clarified she was referring to whatever form of public record the PC chooses, by which to inform the electorate of developments on matters of public interest.

Cllrs Hinder and Greenaway were concerned it would be too much work for the Clerk. Ms Jenkins agreed the records needed to be brief, but commensurate with purpose, which is to give clear information about decisions that PC members make or contribute to on residents’ behalf.

The Cllrs said Ms Jenkins should attend meetings in person if she wanted to be better informed. Ms Jenkins said transparent public records were of wider interest, and this shouldn’t be treated as a personal matter. 

Ms Jenkins also raised the issue of access to the minutes/resumes, asking if they could be reinstated on the Kennet Valley News website and/or the Parish Magazine. Even if a bit out of date due to publishing deadlines, it still enabled people better to keep track and retain a record of some local situation if they wished, but those arrangements had been discontinued without explanation. 

The PC noted that resumes of the meetings were regularly placed on the notice boards, and did not agree to continue posting minutes/resumes on the Kennet website or in the Parish Magazine, due to the cost

The Clerk offered to email Ms Jenkins with the minutes of future meetings. Ms Jenkins thanked the Clerk, but stressed her concern was about better access to information for the community as a whole, and the Clerk’s offer didn’t address that. John Wilding then offered to host the PC minutes on the Henge Shop website, free of charge, and people attending the meeting responded positively to his suggestion. Cllr Baldrey concluded by saying the PC would look further at the issue of communication.

There were no further questions and the meeting closed at 9.15 p.m.