6 February 2018 Ordinary Meeting : Minutes

Avebury Parish Council

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

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

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

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

Time started: 19:30

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

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

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