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Avebury Parish Council

Minutes of a meeting of Avebury Parish Council held on the 1st November 2011 at the Social Centre, High Street, Avebury SN8 1RF. 

In these minutes, APC stands for Avebury Parish Council, ASA for Avebury Sportsfield Association, ASSF for Avebury Sacred Sites Forum, FWOPC for Fyfield and West Overton Parish Council, MAB for Marlborough Area Board, NT for the National Trust, UKN for Upper Kennet News, WALC for Wiltshire Association of Local Councils and WC for Wiltshire Council.

Time Start: 19:30

1. Public question time: One member of the public was present.  No questions were asked.

Present:  Councillors Mr Andrew Williamson (Chairman), Mr Mike Daniel, Mr Paul Dixon, Mrs Beryl Greenaway, Mr Keith Howell and Mrs Karyn Pearson.

       In attendance: Miss Liz Moore, Clerk.
      
2.     Apologies: Councillors Dr Mike Bedford (Vice-Chairman), Mrs Antoinette Dyson, Mrs Maggie Lewis, and Mrs Jemima Milton, Wiltshire Councillor.

3.     Declarations of interest: There were no declarations of interest.

4.    Minutes:     On the accuracy of the minutes of the Council’s meeting held on 4th October, the Chairman reported that he had consulted with the Clerk and had circulated members before the meeting with a revised version that included three amendments that he proposed be made:

1. Minute ref. 6 e. Avebury Rocks: Deletion of the following statement: ‘The NT had agreed their car park could be used for parking’.
2. Minute ref. 10 c. Road crossing between bus stops at Trusloe: Deletion of the following sentence: ‘Members discussed the crossing and see the issue as long to medium-term in the Traffic Design Guide’. Replacement with: ‘Members welcomed this action and agreed that the issue was also a medium-term one requiring further attention in the Traffic Design Guide’.
3. Minute ref. 20 e. ref. Clerk’s working hours: Addition of the words: ‘…for non-urgent issues’.

The minutes of the Council’s meeting held on 4th October 2011 including the three above amendments were agreed by all and signed by the Chairman.

5.    Matters arising from the minutes:

1. Avebury WHS Traffic Management and Design Guide Project:  Minute ref. 6 a. The Chairman reported the meeting had been postponed until the 15th or 22nd November.
2. Ridgeway Camping:  Minute ref. 6 d. The Chairman stated the NT was arranging a meeting in two weeks’ time.  Mrs Greenaway and Mr Howell reported that a black horse had been tethered to a post and left to graze on the Ridgeway; the Chairman also said he had reported this to the NT.
3. Avebury Rocks: email from Mr Mike Polack: Minute ref. 6 e. The Chairman read out a recent email received from Mr Polack (see appendix 1).
4. Salt bin update:  Minute ref. 6 h. The Chairman reported that WC had undertaken to come back the next day to relocate the bin to Kyter’s Walk and top it up with salt.
5. Transport Group: Minute ref. 9 b. The Chairman said that Dr Bedford was documenting the issues, and in his absence Mr Howell read out an email received from Dr Bedford asking members to start by listing priorities.
6. Waggon and Horses sandwich board advert on Beckhampton to Avebury road: Minute ref. 10 e. The Chairman was seeking to progress matters with WC planners.

6.    Planning applications and results

1. Resubmission of Waggon and Horses sign on A4: colour change to black (Ref: E/2011/1319/ADV).  Plans were examined and all members agreed to support the application subject to a condition that the four corners of sign be rounded off to soften impact on the landscape. Proposed by Mr Howell and seconded by Mr Daniel.
2. Listed building consent for the addition of a fire exit door at Avebury Manor (Ref: E/2011/1353/LBC).  Plans were examined and all members agreed to support the application without conditions.  Proposed by Mrs Pearson and seconded by Mr Daniel.
3. Garage at Skokholm in Green Street: Minute ref. 7. The Chairman reported that Mrs Milton had called in the application and was discussing it with planning officers.

d.    Barn at Manor Farm, West Overton: Minute ref. 10 a. The Chairman reported that Mrs Milton had told him she had not had sufficient notice to call in the application within WC’s timescale of 21 days.  [Since the meeting it has become apparent that the application has been withdrawn, but at the meeting the Chairman reported, erroneously, that he understood that that the application had been approved by WC.]
e.     Terms of reference of Planning Sub-Committee: Minute ref. 10 b.  The Chairman reported he had redrafted the terms of reference to include a membership of eight and tabled an amended copy.  All agreed to adopt the amended terms of reference (see appendix 2). Proposed by Mr Dixon and seconded by Mrs Greenaway.
        
7.                   Communications:
       Mr Dixon reported that UKN would be distributed to households the next day and the Chairman said that:

1. APC’s October ‘Headlines’ had been posted on all notice boards and submitted for inclusion in the November edition UKN
2. The Transport Group’s advert inviting local people to join it had also been submitted for the November edition of UKN.

8.       Chairman’s Actions / Information.

1. WALC AGM: The Chairman stated that he had attended this meeting held on 28th October 2011 and reported on two main points:
2. Big Society, Localism Bill and town planning:  The Government was in the process of changing the planning system.  If the Bill is passed, planning officers will presume that approval will be given for applications unless there are good reasons for refusal.  Reasons for refusal might stem from policies in the County’s plans, or from policies agreed by a local community if it had drawn up its own town or village plan.  Action: While tight controls apply to the World Heritage Site, it was agreed that it would be useful for Avebury to start work on a Local Plan and set out the community’s priorities
3. Budget cuts:  The Chairman reported that WC will be cutting funding to WALC completely and therefore APC’s membership fee may increase.
4. Opening of Avebury Manor: The Chairman stated that the official opening of the Manor would be on Saturday 5th November and that it would re-open to the public on the 19th November 2011, between the hours of 11am – 3:30pm.  The Manor will then be closed from the 19th December 2011.  The first programme will be broadcast on BBC1, on Thursday 24th November at 9pm and then at the same time every Thursday evening for the next three weeks.  The NT will operate a timed ticket system for visitors.

      
9.    Avebury Sacred Sites Forum:  Mr Howell reported that his attendance on the 12th October had been an interesting experience.  He had met with the various members of the group including Druid and Wiccan representatives and found that their views were very much in tune with APC’s.  The main cause for concern was the lack of a passive drugs dog at the last Solstice. Wiltshire Constabulary had positioned drugs dogs at Stonehenge but none at Avebury resulting in drug dealers moving their activities to Avebury. Action: APC will write to the police next year to request a passive drugs dog for Solstice.

10.       Correspondence:

1. Street based youth work team:  The Clerk reported she had received an email from WC (previously circulated to members), introducing a new street based youth work team for the Marlborough Community Area.  It was agreed that demand in the Parish was likely to be limited at present and that the matter be reviewed in 2012.
2. Wiltshire Community History Web Site: The Clerk reported details had been received regarding a completed entry for Avebury on the new Wiltshire Community History Web Site.  The web link is: http://history.wiltshire.gov.uk/community/
3. Farm Garden: An email introducing ‘Farm Garden’ and an allotments regeneration initiative had been received. The Clerk had forwarded the information to Mr Richard Watson (NT Manager for the BBC Project) as the NT would be managing the proposed community allotments at the Manor.
4. Transforming Local Infrastructure survey: The Clerk stated she had forwarded an email to members from Community First about a survey entitled Transforming Local Infrastructure.  The aim was to gather views on how money could be best spent on infrastructure services in Wiltshire.  Participating infrastructure organisations would then use the data to help them put together a bid for funding.
5. “A Senior Moment” poster from WC:  The Clerk passed to members a poster received from WC entitled “A Senior Moment”.  The advertising focussed on information and services for older people being presented at MAB that evening.
6.   Wiltshire Council’s October Parish Newsletter: The Clerk had previously circulated members a copy of WC’s October Parish Newsletter.
7. Crime alert: The Clerk reported on an email alert (previously circulated to members) from PCSO Pauline Ritchie.  It had stated that on 17 October a male of stocky build called at elderly residents’ homes in Broad Hinton saying he was from ‘Social Welfare’ and offered refunds on electricity. A distraction burglary had then occurred and attempts had been made at two other houses.
8. Temporary closure of the A346: The Chairman reported that a notice (previously circulated to members), had been received regarding the temporary closure of the A346 from the junction with New Road, Chiseldon to Swindon Borough boundary.  Road surfacing works would be carried out overnight from between the hours of 8pm to 6am, commencing Monday 7th November to Friday 11 November 2011.  The Clerk confirmed that the alternative route would be via the A4 from Marlborough to Beckhampton, A4361via Avebury to Wroughton, B4005 to Chiseldon, New Road to A346 and vice-versa.

11.  Training: Mr Daniel reported that the new councillor training on the 8th October had been a very good and that 19 people had attended.

1. Local Affairs:

a.  Play Area at Trusloe.  The Clerk reported that a quotation for a replacement see-saw and associated maintenance services had been received from a supplier.  The quote was handed round to members who felt that the work required and pricing had escalated from the original inspection report.  The Clerk reported that another supplier would be quoting following their own site visit. Action: The Clerk to request a quote from this second supplier, including repairs to the swings.
b.          Temporary removal of bench.  Mrs Pearson reported a member of the public had noted that a bench on Footpath 22 overlooking Silbury Hill had gone missing and had asked her what had happened to it.  The Chairman stated that the bench had been removed temporarily for refurbishment.
c.          Beckhampton Bus Shelter.  Mrs Pearson reported that the bus shelter at Beckhampton, (opposite the village turning and heading west towards Devizes), had been left in an unusable state. Human excrement and underwear had been left there. Three days later the contents had been gathered up in a bag and left on the bench in the shelter.  Action: Clerk to contact Clarence as a matter of urgency.
d.  Road re-surfacing works in Beckhampton.  Mr Howell reported that the lane running through Beckhampton was being resurfaced on the 2 and 3 November.
e.  Civil Emergency Plan.  The Clerk reported she had received a model Civil Emergency Plan template from the Clerk for FWOPC. The template was extremely well set out with suggestions for emergency kit.  It could be used by all local parishes and would be available via the Parish Forum.  Action: The Clerk to update the model template with APC’s Emergency Plan and then circulate to members.
f.          Repairs to notice-boards.  Dr Bedford to report in December.
g.          Meeting between Clerk and the Clerk for FWOPC on 14th October. The Clerk reported that she had a meeting with Mrs Sophie Roberts to share ideas and best practice.
h. Sarsen Housing Association issue at Trusloe Cottages. Mrs Greenaway stated that she had contacted the Clerk regarding reports of an untidy property and front garden. The Clerk advised this was a Sarsen Housing Association issue.
 

1. Finance:
2. PAYE: The Clerk reported that HMRC had now registered APC as an employer.
3. HSBC form / adding Dr Bedford as a new signatory: The resolution contained in the HSBC mandate was tabled and formally approved by all (see appendix 3). Proposed by Mr Howell and seconded by Mrs Greenaway.
4. Precept: preliminary review of costs:  A first draft of possible costs for the precept had been previously circulated to members (see appendix 4).  The Chairman said he had added some new items of expenditure for next year including, for example, £250 for the Queen’s Diamond Jubilee.  Action:  Members agreed the general headings for costs for 2012/13 and agreed to decide formally on the precept in December.
5. The Queen’s Diamond Jubilee:  Members discussed whether APC would contribute financially to a celebration in Avebury to mark the Queen’s Diamond Jubilee scheduled for the first weekend in June 2012.  All members were in favour of the contribution.  Mrs Pearson reported that for past Jubilees, celebrations with tables and food had been held along the tree lined drive to the Manor from the High Street.
6. Wear and tear of Clerk’s equipment:  The Clerk had recently requested a monthly contribution towards fair wear and tear and replacement of her personal office equipment used for Parish work.  The Chairman suggested that APC contribute £10 per month starting from 1st November 2011.  All members agreed.  Proposed by Mrs Greenaway and seconded by Mrs Pearson.
7. Cheques for payment:
8. Web Site maintenance May – September 2011                      £50.00

     by Mr Paul Birkeland-Green.

1. Clerk’s pay and expenses: invoice number APC08             £165.85

presented at the meeting and signed by the Chairman
for additional hours work in October plus Clerk’s expenses of £12.17
All present in agreement. Proposed by Mrs Greenaway and seconded by Mr Howell. Cheques signed by the Chairman and Mr Dixon.
             
14.  Date of next meeting: Next meeting on 6th December at 7:30pm at the Social Centre.
       Apologies in advance: Mrs Greenaway and Mrs Pearson.

15.  Any other business: None declared

16.  The meeting closed at 21:25

Appendices (included in book of Parish Council papers):

1. Email from Mr Mike Polack about Avebury Rocks
2. Terms of Reference for Planning Sub-Committee
3. Resolution contained in HSBC Mandate Form (section 5)
4. First draft of budget for the 2012/13 precept

Avebury Parish Council

Minutes of a meeting of Avebury Parish Council held on the 4th October 2011 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes, APC stands for Avebury Parish Council, NT for the National Trust, WHS for World Heritage Site, UKN for Upper Kennet News, WC for Wiltshire Council, WALC for Wiltshire Association of Local Councils, CATG for Community Area Transport Group and FWOPC for Fyfield and West Overton Parish Council.

Time Start: 19:30

• Public question time: 4 members of the public were present for all or part of the meeting including Mr Richard Watson (NT Manager for the BBC Project) and Mr Brian Holman (Head Gardener at the NT).

There were no questions asked.

• Present:  Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mr Mike Daniel, Mr Paul Dixon, Mrs Beryl Greenaway, Mr Keith Howell and Mrs Karyn Pearson.

       In attendance: Wiltshire Councillor Mrs Jemima Milton and Miss Liz Moore, Clerk.

       Welcomes and introductions:  The Chairman opened the meeting by welcoming all attendees. He particularly welcomed Mr Keith Howell on behalf of all members following his co-option to the Parish Council.

3.     Apologies: Councillors Mrs Maggie Lewis and Mrs Antoinette Dyson.

4.     Declarations of interest: There were no declarations of interest.

5.    Minutes:  The minutes of the Council’s meeting held on 6th September 2011 were agreed by all and signed by the Chairman.  Proposed by Mr Dixon and seconded by Dr Bedford.

6.    Matters arising from the minutes:

• Avebury Traffic Management and Design Guide Project: Minute ref. 6 a. The Chairman reported that he will be attending a meeting tomorrow.
• Great Stones Way (GSW): Minute ref. 6 b. The Chairman confirmed that the evidence had been sent to Mr Richard Broadhead (Footpaths and Rights of Way Manager at WC) and Mr Ian Ritchie (FoTR).
• Allotments in the Manor Garden: Minute ref. 6 c. Ten households had so far expressed interest in having an allotment. Mr Watson reported that unfortunately there would be a delay assigning allotments and that this would not take place for another year so that they could present the garden to the public as it appeared in the series. Mrs Milton asked if the NT would consider turning the area into a community garden but Mr Watson confirmed the original plan was for allotments. Mr Daniel confirmed with Mr Watson that expressions of interest had all been from local parish residents.

Action: Mr Watson will be contacting and updating all those who had requested an allotment.

• Ridgeway Camping: Minute ref. 11. The Chairman reported that the NT had instructed their solicitors to progress the matter for removal of the campers.
• Avebury Rocks: Minute ref. 12. The Chairman reported that a walk and concert will be taking place on Saturday 7th July 2012. Between 1,200 and 1,500 people will be expected to attend. The majority of the proceeds will be going to Prospect Hospice.  Members noted that the clean-up procedure this year had been so successful that an increase in attendees would not pose a problem if the same happened next year.
•   Basketball net and lighting: Minute ref. 15 d.  The Chairman stated that Mr Howell had kindly donated a basketball hoop and net to APC. Action: The Clerk will look after the item for now.
• Julia Densham MAB: Minute ref. 15 f. The Chairman confirmed that Mrs Densham will be attending the APC meeting in December.
• Salt bin update: Minute ref. 18 g. The Chairman reported that Mr Adrian Hampton (Head of Local Highways and Streetscene at WC), had agreed to re-instate the salt bin in its original position, as requested.
•   Repair to street lamp outside 6 Trusloe Cottages: Minute ref. 18 f. Mrs Greenaway reported that the street lamp is now working.
•   PC David Tippetts: Minute ref. 18 c. The Chairman reported that PC Tippetts is now based at Swindon but will be re-applying for his previous role as Community Beat Manager (CBM).

7.    Minutes of Planning Sub-Committee: See Appendix 1.
      
       Additional Note:
       Garage at Skokholm in Green Street: The Chairman stated that there were numerous inaccuracies with the house plans and it was unclear whether the tenants had been shown them. Mrs Milton stated that the tenants should get the plans. Action: APC asked Mrs Milton to bring the plans to attention of The Planning Committee. Mrs Milton stated that the presence of a Member of APC at The Planning Committee meeting, (in approximately six weeks’ time) would reinforce our position.

       Members unanimously ratified the minutes of APC’s Planning Sub-Committee detailing the four decisions it had taken since the 6th September 2011 as set out in Appendix 1 and circulated prior to the meeting. Proposed by Mr Howell and seconded by Mr Daniel.
        
8.    Matters arising from Planning Sub-Committee minutes:  None.

9.       Membership Planning Sub-Committee and other roles: 

• Planning Sub-Committee: The Chairman asked who would be interested in being on the Planning Sub-Committee. All Members expressed an interest. Mrs Milton stated that it was important for Members to learn how to object to a planning application and that a WC Planning Officer could advise in more detail regarding the process. Action: Mrs Milton will arrange for a Planning Officer to attend the next Planning Sub-Committee meeting of APC.
• Possible Transport Group: The Chairman asked for comments from Members on the possibility of setting up a Transport Group to monitor traffic. Mr Daniel and Mr Howell expressed an interest in being part of the Group. Dr Bedford stated that it was important to get wider input and support from community and to join up and work with other local parishes too. The Chairman stated that APC could put a notice in UKN. Dr Bedford stated that the process for setting up the Transport Group should start with documenting the issues and then taking the information to the Parish Forum.

The main issues put forward by Members were as follows:

• Speeding traffic and dangers associated with such
• Community speed watch programme only possible in 30mph zones or less
• Noise and danger created by rapid acceleration of motorcycles and cars out of villages that have a 30 mph speed limit

Mrs Milton reported that the Parish Forum is in the process of getting together to look at employing Mr Ben Hamilton-Bailey (Urban Design Consultant), to implement a strategy across all the Member Parishes. This was the same consultant that had come up with the idea of using scarecrows as a visual warning to slow traffic in the village of Lockeridge.
 
Action: Dr Bedford will start to document the issues and both he and The Clerk will arrange an advert for UKN.

• Trusloe Play Area: Mr Dixon stated he was happy to continue to monitor the Play Area.

10.  Planning applications, ToR for Planning Sub-Committee + results:

• Barn at Manor Farm, West Overton:

The Chairman reported there had been a proposal by a grain company to construct a large barn put on land opposite The Bell Pub, on the A4 in West Overton. A response to the planning application was required by FWOPC, and APC had been alerted to the application as it was close to the WHS. The Chairman stated he had spoken with Mr Randle Richards (Chairman of FWOPC) who opposed the proposal. Four members of the APC Planning Sub-Committee had visited the site on the 29th September 2011,  three  opposing and  one in favour of the proposal as a result of two conflicting issues:

• The barn is not aesthetically pleasing
• Farmers need to farm, support agriculture / business

The Chairman showed Members the plans. In discussion, it was agreed that the main opposition to the barn was in fact the danger of slow moving, agricultural vehicles turning out from the track onto the main A4 road. Furthermore, considerable money has been spent by the WHS in trying to improve the visual impact of the area and it was felt that a modern barn would not be appropriate. Additional signage for the barn would also be of concern. Action: APC asked Mrs Milton to take the plans to The Planning Committee for consideration of the issues raised.
The Chairman will write to WC to object to the planning application. All present in agreement, proposed by The Chairman and seconded by Mrs Pearson.

• Review of terms of reference of Planning Sub-Committee:

The Chairman proposed that Members adopt a revised version of the draft terms of reference previously circulated. (See Appendix 2).
Action: It was agreed that sub-committee will consist of seven Members and the quorum will be three. The Chairman and the Clerk will check this is consistent with the standing orders. The next review will be in a year’s time. All agreed to adopt the new terms of reference. Proposed by Dr Bedford and seconded by Mrs Greenaway.

• Concerns regarding the crossing between the bus stops at Trusloe:

The Chairman reported that visual restrictions meant that a pedestrian had about four to five seconds to cross the road which is of particular concern for disabled people, the elderly and children. The Chairman read out the following solutions that had previously been emailed from Members:

• Cut back vegetation
• Extend pavement
• Move village sign
• Add surface treatments to the road
• SLOW road markings
• Move 30 mph sign
• Flashing sign
• Danger: walkers in road sign
• Traffic calming

Mrs Milton reported that both herself and Mr Martin Cook (Area Highway Engineer at WC) attended CATG were already looking at solutions to extend the pavement and add surface dressing.
Members welcomed this action and agreed that the issue was also a medium-term one requiring further attention in the Traffic Design Guide. Action: The Chairman will be attending future CATG meetings. The Chairman will also talk to the Parish Forum regarding participating in the Ben Hamilton-Bailey project. Proposed Mr Daniel and seconded by Mr Dixon.

• Concerns regarding the crossing at Waggon and Horses to Nash Lane: as above
• Waggon and Horses sandwich board advert on Beckhampton to Avebury road:

Members discussed the advert and agreed the sign appeared to be permanent as opposed to temporary. Members also noted that another black sign for the Waggon and Horses had recently been painted white and this was not in keeping with the WHS.  Action: The Chairman will write to the planners at WC to find out solution regarding the sandwich board advert. The Chairman will also write to Mr Charles Bartholomew at Wadworths regarding the black sign painted white. Proposed by Mrs Pearson and seconded by Mr Daniel.

• House at South Street: The Chairman reported that planning permission had been refused by WC.
• Tree works at Anvil Cottage, Ashcroft, Bannings Yard, Little Acre/Westbrook and Westbrook Farm: The Chairman reported that plans had been approved with conditions.

11.  BBC Filming and Contingency Plan: Minute ref. 15 a. Progress report. Mr Watson reported that the BBC will be filming the opening of the Manor at the beginning of November 2011 and that the opening will be linked to the screening. He added later in his report that previews of the Manor will be available for local people after this date. Mr Watson confirmed that visitor booking will be processed using timed tickets and he anticipates it will take about one hour to walk round the Manor. The tickets will be available to purchase on site as the NT’s IT systems were not robust enough for on-line booking. The Manor will then open at the end of November 2011 for one month, until the 19th December 2011. The Manor will be closed in January 2012, to re-open for the February 2012 schools’ half-term. 

       Mr Howell stressed he was disappointed with the organisation at the Grand Opening of the Victorian Garden on Sunday 2nd October 2011. He reported that there had been long delays and the invitees had been left standing around. The Chairman and Mr Watson said this was a BBC issue not a NT issue.

     Members discussed visitor numbers. The Chairman and Mr Howell agreed they will be impossible to predict. Mrs Milton stated the issue will be what to do with the people who arrive and can’t get tickets. Mr Watson said visitors will be able to use the other NT facilities such as the restaurant.

       Action: The Chairman will write to Kate Shears (Producer at The BBC) to give feedback regarding the organisation at the Manor Garden event. He will also request that the BBC actively advertise the fact that visitor numbers will be restricted.
      
12.  Draft Civil Emergency Plan: The Chairman asked Members if they were aware of any more local people with skills and resources that would be useful in an emergency. The Clerk stated she had already received information from Mr Howell and Mr Dixon by email. The Chairman said that it would be useful to share the Avebury Civil Emergency Plan and therefore resources with nearby parishes. Mrs Milton reported that the Parish Forum is also working on this and that FWOPC is providing a model, template Emergency Plan to those that require one.
       Action: Members to re-email the Clerk with further contacts.

13.  Community Area Transport Group Meeting: The Chairman reported that Mrs Dyson had volunteered to attend this on the 27th September 2011 and then was unable to do so due to illness. Mrs Milton reported that she had attended and represented Avebury. The issue regarding the crossing between the bus stops at Trusloe will go through to the next stage of talks.

14.  Annual Inspection of Trusloe Play Area: The Chairman stated that the annual inspection by Playsafety Ltd. had taken place on Wednesday 21st September 2011. The Chairman and Mr Dixon had attended with the Clerk. A hardcopy and email version of the report had been received and the Chairman showed Members the report. He stated that all items had been low risk apart from the basket-ball post which had been medium risk. As a general principle items marked as “low” only require monitoring. Items marked “medium” require appropriate action within resources and individual site assessment. Items marked “high” require urgent action. The Clerk reported that she had received pricing for replacement items for the see-saw and read out the pricing for the parts that needed replacing. Mrs Pearson expressed concern over the price and suggested finding out the cost to install a new see-saw as a price comparison. Mr Howell recommended contacting Mr Gerald Clarke (Gardening and Painting Services) of Winterbourne Monkton, for a quotation to install the new basketball net and other corrective maintenance.

       Action: The Clerk will find out pricing from Wicksteed for them to install the replacement items for the see-saw. Clerk to establish cost of a new see-saw and pricing for corrective maintenance jobs, as listed in the safety report.

15.     Communications:  The Chairman reported that:
(i)          APC’s September ‘Headlines’ had been posted on all notice boards and included in the October edition of UKN.
(ii)   APC newsletter had been circulated to all households and had been very well received.
(iii)   There were face to face meetings with neighbours on planning applications and again this had been very well received.

16.  Chairman’s Actions / Information.         

• ‘Local livelihoods and tourism’:  this was work in progress, no further update.
• Litter in High Street and Dog Fouling: The NT and Mr John Wilding of the Henge Shop were talking together to come up with a solution to the litter problem which is most evident at the end of the week since the NT litter picks over the weekend.
• ASSF Meeting 12th October: The Chairman stated he would not be able to attend and asked if any Members were interested in attending.

• Correspondence:
• Email: Olympic Torch Relay: The Chairman reported the confidential briefing for the 7th October 2011 was in the process of being rescheduled.
• Email: MAB would like to drop in to any Parish based events: The Clerk reported the Marlborough area board councillors would like to ‘drop-in’ in to any local events such as bingo afternoons or coffee mornings. If there are any such events running in the area then Members should contact Mrs Julia Densham (Marlborough Community Area Manager).
• Letter from WC: The Clerk reported that a leaflet had been received from WC giving guidance on driving safely in winter weather. A copy is available in the Community Shop.
• Call from Trusloe resident: The Clerk stated she had received a report that there was still an issue with dog fouling in the Trusloe area which prevents strimming by the Parish Steward if it is on the grass verges.
• Email received from Highways: The Chairman reported there had been changes to the original notice, detailing the temporary closures of A4 Bath Road (part), between Marlborough, Preshute and Fyfield from the beginning of October 2011. The email had been previously circulated to Members.
•   Email received from Highways: The Chairman reported that a notice had been received and previously circulated to Members, detailing proposed Highway Drain Cleaning and Surveying Works on the A4 High Street, Marlborough. (Monday 10th October for a period of four nights, working hours 6pm – midnight).

• Training: The Chairman and the Clerk reported that training for The Clerk had been cancelled by WALC due to not enough people registering. Mr Daniel would be attending New Councillor training on Saturday 8th October 2011.

• Local Affairs:

a. Meeting between Clerk and Parish Steward 23rd September. The Clerk reported that she had a brief meeting with the Parish Steward. The process for registering work to be done had changed and instead of a monthly meeting, any requests should be emailed to Gemma Cope (Depot Officer / Co-ordinator at WC). The Clerk reported that the Parish Steward had not strimmed along the footpath from the Waggon & Horses to Beckhampton road because this work is undertaken by Jacksons using a big Unimog machine twice a year. Leaf collecting along footpath 22 now has to fit in with a wider timetable in which the Steward does all such work for all parishes in one day. Mrs Milton reported that this new process at WC actually saved time and money. Action: The Clerk will request a timetable from WC of work scheduled for the year.

• Finance:
• Precept payment received: The Clerk reported that the second precept payment of £5,750.00 had been received from WC.
• Half Year Accounts: The Clerk reported that she is in the process of arranging for the accounts to be checked by Mr Jamie Guy (Accountant).
• PAYE for parish clerks: Dr Bedford confirmed that he has now registered APC as an employer. They will be issuing a PAYE registration number in due course.
• Cheques for payment:
• Annual Inspection of Trusloe Play Area by Playsafety Ltd.          £117.60
• New Councillor Training by WALC                             £66.00
• Clerk’s pay and expenses: invoice number APC07             £265.31

presented at the meeting and signed by the Chairman
for additional hours work in September plus Clerk’s expenses of £21.23
The extra work undertaken had included:
-            updating the Emergency Plan
-            extra meetings: Appraisal, Play Area Inspection, Parish Steward
-            responding to emails and registering interest in allotments
All present in agreement. Cheques signed by the Chairman and Mr Dixon.
e.  The Clerk’s six month appraisal:  The Chairman reported The Clerk’s appraisal with himself and Dr Bedford had been very good. He noted that:
     - The Clerk requires a filing cabinet.
                        - Dr Bedford and The Clerk were sorting out the IT back-up procedure. Dr Bedford to supply USB sticks.
              - The Clerk would look at simplifying minute taking over the next few months.
              - The working hours for the Clerk would be documented as 9am-5pm for non-urgent issues.
              - The Clerk’s annual appraisal would be in 6 months’ time.
f.          Quote for notice boards: The Clerk reported that the pricing for the notice boards had become more expensive and showed members the latest quotation.
     Action: Dr Bedford will be upgrading the existing perspex door and frame on the notice board at Beckhampton over the weekend. He reported that the old perspex had now been broken by someone. Further to the repairs at Beckhampton, he would then look at doing a similar repair to West Kennet and Trusloe notice boards.
             
20.  Date of next meeting: Next meeting on 1st November at 7:30pm at the Social Centre.
       Apologies in advance: Dr Bedford.

21.  Any other business: None declared

22.  The meeting closed at 21:30

Appendices (included in book of Parish Council papers):

1. Minutes of Planning Sub-Committee meetings from 6th September 2011
2. Revised, draft Terms of Reference for Planning Sub-Committee

Avebury Parish Council

Minutes of a meeting of Avebury Parish Council held on the 6th September 2011 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes, APC stands for Avebury Parish Council, ASA for Avebury Sportsfield Association, NT for the National Trust, UKN for Upper Kennet News and WC for Wiltshire Council.

Time Start: 19:30

• Public question time: Seven members of the public were present for all or part of the meeting including Rev Maria Shepherdson (Priest in Charge, Upper Kennet Benefice), Mr Richard Watson (NT Manager for the BBC Project), Mr Keith Howell (local parishioner), Mr Brian Holman (Head Gardener at the NT) and an adult and two children.  Maria Shepherdson, Richard Watson and Keith Howell introduced themselves at the Chairman’s suggestion.  There were no questions asked.

• Present:  Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mr Mike Daniel, Mr Paul Dixon, Mrs Antoinette Dyson (item 6 c. onwards), Mrs Beryl Greenaway, Mrs Maggie Lewis and Mrs Karyn Pearson.

       In attendance: Miss Liz Moore, Clerk.

       Welcomes and introductions:  The Chairman opened the meeting by welcoming all attendees.  He particularly welcomed Mrs Karyn Pearson on behalf of all members following her co-option to the Parish Council.

3.    Apologies: Wiltshire Councillor Mrs Jemima Milton.

4.    Declarations of interest: There were no declarations of interest (except later at items 12 and 16 i.).

5.    Minutes:  The minutes of the Council’s meeting held on 19th July 2011 were agreed by all and signed by the Chairman.  Proposed by Mr Dixon and seconded by Mrs Greenaway.

6.    Matters arising from the minutes:

• Avebury Traffic Management and Design Guide Project: Minute ref. 6 b. The Chairman reported that the meeting scheduled for the 7th September had been deferred by Wiltshire Council due to the convener of the meeting sustaining a broken leg.
• Great Stones Way (GSW): Minute ref. 9.  APC had received a request on 21 July 2011 to give its views on the terms of reference (ToR) for an Environmental Impact Study on the GSW.  The Chairman proposed that the Parish adopt the draft document (previously circulated to members in August 2011), detailing APC’s response (see Appendix 1).  APC had also requested further information from Friends of the Ridgeway (FotR).  The proposal was seconded by Dr Bedford, with all members in agreement. Action: The Chairman will write to Mr Richard Broadhead (Footpaths and Rights of Way Manager at WC) and Mr Ian Ritchie (FoTR) to forward the terms of reference endorsed by APC.
• Allotments in the Manor Garden: Minute ref. 13 c.  The Chairman confirmed with Mr Watson and the Clerk that only one household had so far expressed interest in having an allotment.  The Clerk stated that the box advert submitted to UKN had not appeared in the magazine as she had requested and the only mention of allotments had been in the Parish’s ‘Headlines’ and the NT’s recent newsletter.

Mr Watson said NT would provide adverts to put up on local notice boards. He emphasized that the NT was making the provision of allotments a priority for local parishioners. There were three main points to note:

• the Trust will provide a choice of plots on a first come first served basis to local residents and to the volunteers helping at the Manor
• the Trust could assign the beds to the Parish Council, or alternatively manage the scheme directly
• it was likely the Trust would only charge a nominal annual fee for rental of the beds, and the first year might well be free as the Trust had not had time to bring the beds up to its normal allotment standards.

Action: Mr Watson will provide adverts for local notice boards. The Clerk will resubmit the box advert to UKN for inclusion in the October edition.

• Bench in memory of Betty Hunter: Minute ref. 10. The Chairman reported that it was likely the bench would be put in the churchyard.
• Coaches parking in car park: Minute ref. 13 b. The Chairman reported that he had spoken to Mrs Jan Tomlin (General Manager at the NT locally) and that this matter was currently under review.  Mrs Lewis added that she would ask Community Shop volunteers to monitor parking by coaches / minibuses and note number plates.
•   Setting of precept: Minute ref. 17.  The Clerk confirmed that it was best practice for APC to set the precept in the autumn.  The deadline for precept requirements by WC was normally the third week in January.  For 2011/12 this would be 21 January 2011. It was agreed that the precept would be approved at APC’s meeting in December.

7.    Minutes of Planning Sub-Committee: Members unanimously ratified the minutes of APC’s Planning Sub-Committee detailing the seven decisions it had taken since the 19th July as set out in Appendix 2 and circulated at the meeting.  Mrs Greenaway added that the sandwich board advert displayed by the Waggon and Horses on the Beckhampton to Avebury road should not be allowed.  In discussion, it was noted that not all members were aware of the advertisement.  Mr Dixon mentioned he uses similar boards to advertise ASA’s car boot sales.  Action: To be deferred to the October meeting to enable everyone to see the board.
        
8.    Matters arising from Planning Sub-Committee minutes:  None.

9.    Membership:  The Chairman noted that one seat on the Parish Council remained vacant.  Mr Keith Howell and Mr Simon Hamersley had confirmed their continuing interest in membership, but no further expressions of interest had been received from other people since APC’s last meeting.  The Chairman asked Mr Howell to leave the room.

       Dr Bedford noted that of the two candidates Mr Howell had received the greatest number of votes in the Parish election in June.  He proposed that Mr Howell be co-opted at the next Council meeting.  Mr Daniel seconded the proposal and all members agreed.  Mr Howell re-entered the room, and the Chairman informed him of APC’s decision later in the meeting.  Action:  The Clerk and Mr Howell will complete the paperwork relating to his co-option and he will attend the Council’s next meeting in October. 

10.  Planning applications: None

11.  Ridgeway camping:  The Chairman reported that both he and the Clerk had attended a meeting on the 4th August with Wiltshire Council.  The meeting had taken place with Mr Broadhead (Footpaths/Rights of Way), Ester Daley (Footpath Manager) and Mr Mike Crook (Grants).  The Chairman showed members a map of the Ridgeway.  The Chairman also stated he had had several meetings with the National Trust in August.  The next meeting would be on the 9th September and would include the Trust’s Rural Surveyor for the Avebury area.  Members agreed Mrs Greenaway’s suggestion that the Parish also meet with Fyfield and West Overton Parish Council (FWOPC) as some of the land is within that parish.  Action: The Chairman to contact the Chairman of FWOPC.
      
12.  Avebury Rocks: The Chairman read out part of an email he had received from Mike Polack thanking APC and ASA for their support for the Avebury Rocks (AR) event.  He also read out an email received from Mr David Uttley (on behalf of Marlborough and District and Swindon Thamesdown Rotary Clubs and previously circulated to members) requesting support for a similar event on Saturday 7th July 2012.  The main points discussed were:

• The proposal will aim to attract between 1,200 and 1,500 attendees at the concert, compared with about 800 planned this year
• The event would be two days closer to Solstice
• Glastonbury is not being held in 2012 which implies more people may attend both Solstice and AR.

Mrs Pearson suggested that ASA should be given the first decision on whether to support a second event.  Mr Dixon and Mrs Greenaway declared an interest; following the Chairman’s request for their views as members of ASA, they confirmed that they were not aware that ASA had any concerns.  Mrs Dyson said that she had heard nothing but positive praise for the event from villagers.  All members, subject to Mrs Greenaway and Mr Dixon abstaining in view of their declarations of interest, were in favour of supporting a second event next year.  Proposed by Mrs Pearson and seconded by Mrs Dyson.  The Chairman reported that some concerns had arisen between the organisers of AR and the NT about arrangements this year and that he had arranged a meeting between them on 9th September.
Action: The Chairman to write to Mr Uttley to confirm that the Council would in principle support the event, and to attend a meeting on 9 September.

13.  Litter in High Street and clearing up after dogs: The Chairman said he had received an email from Mr John Wilding (Manager, Henge Shop) who had expressed concerns about increasing amounts of litter in the High Street.  Members discussed the pros and cons of re-instating litter bins. The following points were made:

• Historically the litter bins themselves had become the issue as they had overflowed due to reduced collections by WC
• A cleaner environment had been achieved by ensuring people took their refuse away with them
• Birds pecking open bags and the wind blowing the refuse was contributing to the current problem
• There is a bin located inside the Community Shop
• There are no dog poo bins

       Action: The Chairman will organise a meeting between local traders, the National Trust and others with an interest to find a way forward.

14.  Communications:  The Chairman reported that:
(i) APC’s July ‘Headlines’ had been posted on all notice boards and included in the September edition of UKN.
(ii) Members had reported that they liked receiving forwarded emails and detailed information from the Clerk as it gave them a wider view of the community and what was happening.  Action: the Clerk will continue to forward and copy members into emails.
(iii) The public had responded well to receiving face-to-face feedback regarding planning sub-committee decisions.  Action: Members to update the public in person, whenever possible.  This will be in addition to the existing process of publishing the planning minutes on the Parish web site.

• Chairman’s Actions / Information.

a.  BBC filming and contingency plan for visitor numbers:  The Chairman asked Mr Watson to report on the Trust’s contingency plan for large, unforeseen increases in visitor numbers if the screening was popular.  Mr Watson said that:

• It was likely that the BBC screening would start at the beginning of November, when visitor numbers tended to be lower
• The Trust was upgrading its Risk Assessment Plan for the Manor.  Visitor numbers would to some extent be limited by the maximum of 180 people that fire regulations allow in the Manor at any one time.
• The visitor booking arrangements were work in progress and a decision would be reached by the end of September.  Timed tickets were being actively considered.

Action: the Parish will consider progress at its next meeting.
b. ‘Local livelihoods and tourism’:  The Chairman asked members for their views on APC arranging a one-off ‘Livelihoods and tourism meeting’.  The aim would be to find common themes that APC might pursue to help improve the livelihoods of people running B & Bs, shops and pubs/restaurants in the Parish.  Mrs Dyson confirmed that businesses were already supporting each other but this could be further improved.  She also suggested that a similar meeting might be called to see whether artists living locally could be assisted in the same way.  There was positive support from all members. Dr Bedford said that the Council could usefully state what it does and Mr Dixon suggested the Parish could give examples of how it could help as well.  Action: To be discussed further at October meeting. 

• Annual inspection of Avebury Trusloe play area: The Clerk reported that the annual inspection had been booked for September.  The company inspecting were Playsafety Ltd., a member of The Royal Society for the Prevention of Accidents (RoSPA).  An appointment to meet with them had been made for the date of the inspection and members could attend to ask questions.  Mr Dixon, Dr Bedford, Mrs Lewis and the Chairman expressed an interest in attending the inspection.

Action: The Clerk will email members when she knows the exact date of inspection.

• Basketball net and lighting: Mrs Dyson reported that a local resident at Trusloe had requested a net for the basket ball hoop and lighting for the play area.  Members noted that technically the play area is for use by under-11s and therefore lighting would not normally be needed late in the evenings.  In discussion it was confirmed that there is in fact no power supply to the play area.  Members also commented on there was a risk that children tend to swing from the nets and break them.

Action: The Clerk will obtain the price for a net.  Mrs Dyson will inform the resident that further to the safety inspection, their request will be reconsidered in October.

• New sign board in Avebury Sports Field: The Chairman said that a new sign had been put up courtesy ASA.
• Marlborough Area Board (MAB) and grants: The Chairman proposed to invite Mrs Julia Densham (Manager of MAB) to address the Council in the autumn regarding grants and the implications of new legislation.  All members were in agreement.  Dr Bedford emphasized that grants were open to everyone in the community.  Action: The Clerk will contact Mrs Densham to invite her to the October meeting.
• Help for Heroes walk from Avebury to Stonehenge on Sunday 25th September 2011. The Clerk reported:
• 300 participants had registered
• Those participants driving will be parking at Larkhill and then bussed to Avebury, and there were therefore no issues regarding parking
• Participants will register from 7:30 – 8.00 am and should be walking by 8:00 am
• At the last event in June, walkers had left Avebury by 9:00 am

Mrs Lewis requested details to be sent to the Community Shop so that they could plan to open early for business. Action: Clerk to email shop.

• Report from Dr Bedford on MAB and Parish Forum: Dr Bedford had been away on business, nothing to report.

• Correspondence:

a. Police Newsletter: The Clerk said that she had received via email a quarterly newsletter sent by the Police. This had previously been circulated to members. A hard copy was passed to Mrs Greenaway.
b.  Letter from Director General of the National Trust: A thank you letter from Dame Fiona Reynolds was read out by the Chairman.
c.  Call from Mr Gordon Rendle: The Chairman read out an email sent by the Clerk to members regarding the issue of microlights flying over Avebury Trusloe. The Chairman said he had spoken with Mr John Cronk and historically there was only a town planning condition on the Flying School at Yatesbury.  The condition prohibited microlights from flying over the racing horse stables, other land owned by Mr Roger Charlton at Beckhampton and the Circle.  Members expressed a variety of views on the subject.  Action: The issue will be kept under review.
d.  Call from Mr Dixon on behalf of Trusloe resident Mr David Bailey: Two women were reported posing as collectors for Help The Aged and The Red Cross.
e.  Letter from Wiltshire Police: The Clerk reported the new non-emergency telephone number from 19th September is going to be 101. Action: Police poster will be displayed outside the Community Shop.
f.   Letter from Wiltshire Council ref. new waste recycling collection service for Wiltshire residents: The Clerk reported new blue-lidded wheelie bins are being sent to residents for cardboard recycling.
g.  Email received from member of public ref. dumping of green waste by Avebury and District Club.  The Clerk confirmed that she had been in touch with the NT and that they were dealing with this with the Club.
h.  Email received from Highways: The Clerk reported there will be temporary closures of A4 Bath Road (part), between Marlborough, Preshute and Fyfield from the beginning of October 2011. Action: Information regarding the closures will be included in the Parish Council’s ‘Headlines’.
i.   Email received ref. wickets in cricket square in Recreation Ground: The Chairman reported that Mr Dominic Fry had sent an email requesting APC’s approval for the Cricket Club’s proposed works to the cricket square on the Recreation Ground.  This involved re-building another three wickets in the square and installing a permanent water supply.  Members considered a map of the sports field, see Appendix 3, and noted that Mr Fry had also contacted the National Trust.  
Mr Dixon and Mrs Greenaway declared an interest as members of ASA.  Mrs Pearson asked whether the cricket square would be extended and whether a request for a water supply had gone to ASA.  It was felt that markers should be put in the ground to clearly define the cricket square and that APC should make it clear that the site is the village recreation ground.  Action: It was unanimously agreed that the Chairman send a letter agreeing to support both proposals on the understanding that the Recreation Ground will continue to be a facility for use by the whole village.  Proposed by Mrs Lewis and seconded by Dr Bedford.

• Training: The Clerk confirmed that she had received the latest training dates from Wiltshire Association of Local Councils and showed members the schedule.  Action: Clerk to email members with a link to training schedule and process for booking.

• Local Affairs:

a. Civil Emergency Plan. The Chairman stated that the contact list for the Civil Emergency Plan needed to be updated.  He asked members to email the Clerk with contact details of any local people with skills and resources that would be useful in an emergency.  Mrs Judy Farthing would continue to be the Civil Emergency Volunteer and would be the central contact point.  Members asked that they should have copies of the updated contact list.  Action: The Clerk will email a list of job titles to members and ensure the Emergency Plan is put on the agenda again for the October meeting.
b. Tourist Information Centre (TIC).  The Chairman stated that WC would no longer be funding the TIC and that it would be closing on the 30th September 2011.

• PC David Tippetts:  The Chairman said that he had been told that PC Tippetts may be moving on in the near future.  Members agreed that PC Tippetts should be retained on the grounds that he is local and knows the area and his job very well.  Action: The Chairman to write to the police.
• Grass cutting footpath Beckhampton to South Street (AVEB 27/20) and Waggon & Horses to Beckhampton Road (AVEB 13/20): The Chairman reported that the grass had still not been cut.  Action: The Clerk will email Highways at WC.
• Junction sign obscured by vegetation at West Kennet and poor visibility splay. The Chairman stated that some cutting back had occurred but that it was not enough in terms of improving the visibility splay.  Action: The Clerk will set up a meeting with the Parish Steward to talk about his role and how jobs are processed.
• Repair to street lamp outside 6 Trusloe Cottages: The Clerk reported this is now on WC’s list of ‘to do’ items.
• Salt bin update: AVEB 28/10. The Chairman reported that a salt bin had now been approved for Avebury High Street but the engineer at WC recommended locating it outside the church instead of returning it to Kyter’s Walk. The Chairman expressed concern that a yellow salt bin outside the church was not appropriate in a World Heritage Site.  Action: Chairman will contact WC.

• Finance:
• Audit update: The Chairman stated that Mazars LLP had completed the audit of the annual return for the year ended 31 March 2011.  The auditor recommended that APC undertake a risk assessment, which should consider both financial and operational risks. This should be formally reviewed on an annual basis.
• PAYE for parish clerks: The Chairman reported that on receiving further advice from WALC, a PAYE system would need to be set up as APC is an employer and it was now apparent that this is irrespective of the Clerk’s personal tax position.  He added that HMRC provide an easy to use software tool online for doing payroll calculations.  Dr Bedford offered to explore running the payroll.  Action: Dr Bedford will explore the implications of registering APC as an employer and running the payroll.
• Dr Bedford as a new signatory for HSBC Account: Dr Bedford had been away on business and no further action had been taken. Action: The Clerk will ensure Dr Bedford receives the required paperwork.
• Cheques for payment:
• Fee for annual audit by Mazars LLP                                                   £162.00
• Clerk’s pay and expenses: invoice number APC06                           £308.88

presented at the meeting and signed by the Chairman
for 11.5 additional hours work in July and 19.5 additional
hours work in August plus Clerk’s expenses of £28.64.
The Clerk reported that the extra work undertaken had included:
-      typing up the Emergency Plan and updating in part
-      typing up and updating the Constitution and Standing Orders
-      printing out electronic copies of historical minutes so that  
       APC had a paper copy on file.    

• Annual subscription to Community First.                                             £36.00

All present in agreement. Proposed by Dr Bedford and seconded by Mrs Pearson. Cheques signed by the Chairman and Mr Dixon.
e.  The Clerk’s six month appraisal:  The Chairman reported that the Clerk was due an appraisal and that he would conduct this together with Dr Bedford or Mr Dixon in September 2011.  Action: The Chairman and Clerk to fix a date.
f.   Quote for notice boards: The Clerk showed members a recent quotation.  Concern was expressed by members regarding the cost. Action: Further quotes to be obtained by the Clerk from other suppliers.  Dr Bedford will try to upgrade the existing perspex door on the notice board at Beckhampton.

20.  Date of next meeting: Next meeting on 4th October at 7:30pm at the Social Centre.
       Apologies in advance: Mrs Lewis.

21.  Any other business: None declared

22.  The meeting closed at 21:25

Appendices (included in book of Parish Council papers):

1. Terms of Reference for the Environmental Impact Study for the Great Stones Way
2. Minutes of Planning Sub-Committee meetings from 19 July 2011
3. Map of cricket square at Avebury Sports Field

Avebury Parish Council

Minutes of a meeting of Avebury Parish Council held on the 19th July 2011 at the Social Centre, High Street, Avebury SN8 1RF

Time Start: 19:30

• Public question time: Two members of the public were present together with PC David Tippetts (Items 1 to 14 b. only). There were no questions asked.

Present:  Councillors Mr Andrew Williamson (Chairman), Mr Mike Daniel, Mr Paul Dixon, Mrs Antoinette Dyson, Mrs Beryl Greenaway and Mrs Maggie Lewis.

       In attendance: Miss Liz Moore, Clerk.

2.     Welcomes and introductions:  The Chairman welcomed new members Mrs Lewis and Mr Daniel.  Mrs Lewis said she had lived in Beckhampton for the past 10 years and is a volunteer in the Community Shop.  Mr Daniel said he had lived on the Swindon Road for the past 10 years.

3.     Apologies: Parish Councillor and Vice-Chairman, Dr Mike Bedford and Wiltshire Councillor Mrs Jemima Milton.

4.     Declarations of interest: There were no declarations of interest (except later at item 7b.)

5.    Minutes:  The minutes of the Council’s meeting held on 21st June 2011 were agreed by all and signed by the Chairman.  Proposed by Mrs Greenaway, seconded by Mr Dixon.

6.    Matters arising from the minutes:

• Gift for Mrs Jenny Haines: Minute ref. 2. The Chairman handed round a thank you card that had been received from Mrs Haines thanking Councillors for the rose plant.
• Avebury Traffic Management and Design Guide Project: Minute ref. 5 d. The Chairman reported the guide had been delayed but Wiltshire Council would be holding the inception meeting on the 7th September 2011. The guide would be the overarching plan for traffic management in the World Heritage Site and an important basis upon which Avebury could hang arguments to release money for projects in future years.
• Quote for notice boards: Minute ref. 9 c. The Clerk reported she had contacted Mr Martin Rendle by telephone. He had said he would go and look at the notice boards and then prepare a quote shortly.
• Avebury Emergency Plan: Minute ref. 9 d. The Chairman reported that the Clerk had typed up the Emergency Plan and updated it in part. The next step would be a meeting between the Chairman, the Clerk and Mrs Judy Farthing to further update and consolidate the plan. The plan would then be brought to the Council for review by members.

7.     Membership of Parish Council:

• Results of poll: The Chairman confirmed that Mrs Lewis and Mr Daniel had come top in the recent election and were now members of Avebury Parish Council.
• Vacancies: The Chairman noted that two places remained vacant but that no further action could be taken to replace Mrs Haines until after 28th July 2011, the last date by which electors could call for an election.  If no election was called by then, members would be able to fill both seats by co-option.

In discussion it was agreed that new members could be selected from:
          -  Previous candidates in the last election
-  Volunteers from under-represented areas of Avebury such as Avebury Trusloe, Bray Street and High Street/Green Street.
     Mrs Dyson asked how many households lived in Avebury Trusloe. The Chairman handed out a sheet of paper detailing the approximate split of households according to the area (see appendix 1).  He stated there were about 230 households in the Parish of Avebury and about 480 people. This equated to about one Council member per 25 households.  About 75 households lived in Trusloe.
     The Chairman reported there were three people who were currently interested in becoming members, the two candidates from the previous election and Mrs Karyn Pearson from Avebury Trusloe who used to be a Parish Councillor.  Mr Daniel asked where the former lived and the Chairman replied they lived in Beckhampton.  He read out the results of the election (see appendix 2).
     Mrs Dyson said she was in favour of co-opting to both seats. Mr Dixon asked why an advert for the election could not be put in Upper Kennet News.  The Chairman said it had not been possible to get the resume of the last meeting into UKN because the Parish’s June meeting had been after UKN’s copy deadline.
     Members agreed that it was important to have a better balance of representation on the Parish Council and that it would be valuable if Karyn Pearson would serve.  Mrs Greenaway and Mr Dixon declared an interest as members of Avebury Sportsfield Association.
     Action: It was resolved that the Chairman contact Mrs Pearson to ask if she would like to become a member again and, if she was, to invite her to join the Council as a co-optee.  Proposed by Mrs Dyson, seconded by Mrs Lewis.  All members were in agreement, subject to Mrs Greenaway and Mr Dixon abstaining in view of their declarations of interest.
c. Training: All members agreed that training for Councillors and the Clerk was important.  Action: The Clerk to ensure that the Chairman and new members Mrs Lewis, Mr Daniel and Mrs Dyson are informed well in advance about training courses for Parish Councillors.

8.    Planning applications:

• Listed building consent and full planning at Avebury Manor: Greenhouse and works to walls (Ref: E/11/0843/LBC, E/11/0842/LBC)

Plans were examined and all members agreed to support the application without conditions. Proposed by the Chairman and seconded by Mr Daniel.

• Trees at Avebury Trusloe Manor: The Chairman said a letter had been received from Wiltshire Council for information purposes only giving advice and consent for removal of dead wood from trees on the property.

9.    The Great Stones Way: The Chairman reported that the Marlborough Area Parish Forum had previously discussed the GSW at a meeting.  East Kennet Parish Meeting was not in favour of the walk being re-routed through their village. The Chairman of the Forum, James Keith, was arranging a meeting between the Chairman, Mr Ian Ritchie (Chairman of Friends of The Ridgeway) and the Chairman of East Kennet to acquire further facts.
                       
10.  Bench in memory of Betty Hunter: The Chairman reported he had received a letter from Mrs Gillian Bushell.  She had kindly offered to provide a bench in memory of her late aunt, Mrs Hunter, and she had requested members’ views on it being placed in the churchyard or elsewhere in the Parish. The Chairman said he had received an email from Mr David Davidge, Churchwarden, and that the PCC might like to have a bench in the churchyard.  Mrs Greenaway stated that the bench should perhaps be put in Avebury Trusloe as this was where Mrs Hunter had lived.  Mr Dixon added that Mrs Hunter used to be Chairlady of Avebury Parish Council.  Mrs Greenaway reminded everyone that the Parish would be responsible for the upkeep of the bench and she also stated that the bench at Beckhampton was in need of repair.
       In principle, all members were in favour of accepting Mrs Bushell’s offer, but had no particular site in mind. Action: The Chairman will phone Mrs Bushell to give the Parish Council’s views and will then liaise with Mr Davidge.

11.       Communications:  The Chairman reported that the June ‘Headlines’ had been posted on all notice boards. He said that the copy deadline for UKN had already passed for inclusion in the July edition and would be included in the August edition instead.

12.       Chairman’s Actions / Information.  The Chairman reported that:

• Solstice De-Brief: He and the Clerk had attended the de-brief session on the 13th July.  The numbers of attendees at Solstice were down compared with last year and it had been relatively quiet.  A number of points came out of the de-brief but the main anxiety had been the presence of drugs at the event.  If a passive drugs dog had been available, it would have deterred a lot of bad behaviour.  In responding to the Chairman’s invitation to comment, PC Tippetts said he would ensure, if possible, that a passive drugs dog would be available next year.  Members also noted with much regret that an assault had happened on an employee of the Red Lion. 

The Chairman reported that following the Parish Council’s decisions at its last meeting he had emailed PC Sarah Watts with the main issues on policing noted by members and had also written letters to the National Trust and the Police to thank them for their work in managing Solstice.  It was agreed it would be useful for him to write a similar letter to Dame Fiona Reynolds (Director-General of the National Trust). Action: The Chairman to write to Dame Fiona Reynolds. 

• Parking and camping on the Ridgeway:  The Chairman had visited the Ridgeway twice with National Trust staff, on the 22nd June when there were 70 campervans, 54 tents and eight ‘equines’, and two days later when there were 23 vehicles, 16 tents and one equine.  On 19 July, he had  seen five vans, two caravans, two tents and one tipi within about 200 metres of the A4 and some more campers about 800 metres north.  PC Tippetts stated there had been about 140 vehicles parked at the peak of Solstice, on the 21st June.  Mrs Greenaway mentioned there had been no campervans this year in West Kennet lay-by.  The Chairman read out part of a letter he had received from Mr Tony Farthing.

         
A general discussion took place on the effects of people parking and camping on the Ridgeway.  The main issues were:

• The increasing number of people camping and/or parking campervans and caravans on the Ridgeway and the increasing periods for which they were staying
• Damage to the visual environment of this sensitive part of the WHS and AONB
• Concerns about sanitation and public health
• People breaking into a private water supply on farm land and the Farthing family facing high water bills resulting from the extra water taken
• Refuse disposal, including a bag of rubbish that Beryl Greenaway noted had been left on the Ridgeway for three weeks
• Although power lines had recently been buried underground at great cost to enhance the look of the area, ad hoc camping and parking detracted from it
• Some members of the public felt intimidated when walking in the area
• If parking and camping were prohibited on the Ridgeway, they might be displaced elsewhere in the WHS

Looking to the future, the following points were made:

• Mr Daniel noted that Oxfordshire and Berkshire Councils have a prohibition on any vehicles on their Ridgeway except farm machinery and asked why Wiltshire Council had not done the same. 
• The Chairman had contacted adjacent landowner, Mr Michael Maud, to find out exact ownership of the land on the Ridgeway. He had confirmed that the National Trust owned both sides of the Ridgeway for several hundred metres north of the A4.
• The Chairman noted the need for a medium term plan.

Action: The Chairman to arrange meetings with the National Trust and Wiltshire Council.

• Traffic in the High Street: The Chairman said that:
• 20mph zones: The Department of Transport had issued a press release making it easier for Councils to designate and implement 20 mph zones.
• Pedestrians:  The Parish Council might begin to think about whether Avebury High Street should be regarded more as an area for pedestrians than cars, with restrictions on car use for access only.  The idea of a ‘pedestrian precinct’ could become part of the proposed Avebury Traffic Management Design Guide Project. Mrs Lewis added that people do drive down the High Street looking for free parking to avoid the National Trust’s £5 parking charge.

• Wiltshire Community Land Trust: The Chairman said he attended the launch of the Wiltshire Community Land Trust on the 30th June.  The aim of the Trust is help local communities to set up their own non profit Community Land Trusts for the benefit of local people, similar to Avebury’s Community Shop.  The launch had been well attended and was receiving good support from Wiltshire Council.

13.  Correspondence

• Letters of thanks in connection with the policing of Avebury Solstice: Received from Assistant Chief Constable Mike Veale and Inspector Ron Peach and handed round to members.
• Coaches parking in High Street: The Clerk reported that she has received a call from Mr Gordon Rendle concerned about coaches parking in the High Street and using the National Trust permit car park as a collection and drop off point.  She said this was the responsibility of the National Trust to police their car park. Mrs Greenaway pointed out that Monday is usually very busy due to other parishes using the post office for collecting pensions.  The National Trust car park is often full so that legitimate permit holders cannot use it anyway.  Action:  The Chairman stated there was no solution to mini buses parking in the unrestricted parts of the High Street at present but he would raise the point about coach parking in the car park at his next meeting with the National Trust.
• Allotments in the Manor garden: The Chairman reported that he had received a letter from Mrs Sally Nelson asking the Parish Council if the Manor vegetable garden could be used as allotments for local people. Action: The Clerk will write to Mr Richard Watson (BBC Project Manager at the National Trust) to ask whether the Trust would be interested in providing allotments. If so, the Clerk will post an advert in Upper Kennett News.
• Avebury Rocks: The Chairman reported that he had received a thank you letter from Mr David Uttley (Chairman, Marlborough & District and Swindon Thamesdown Rotary Clubs).  In excess of £20,000 had been raised for Prospect Hospice.  Mrs Greenaway reported that in addition, approximately £600 had been raised by ASA for the pavilion.  Mr Dixon added that compliments had also been received from the Cricket Club on the cleanliness of the field for the following day’s match.

A thank you email was circulated to members from Mr Mike Polack (a sponsor of Avebury Rocks).  Mr Polack had requested views on whether the event should be repeated and if so how often.  In discussion, members noted that the concert had only been held 10 days previously and they needed time for more feedback.  It was therefore too early to comment on running the event in future years. The Chairman added that it had been mentioned that perhaps the event could run every other year.  Action: The Chairman will write to both Mr Uttley and Mr Polack to get more details.

14.  Local affairs:
a.  PC David Tippetts replaces WPC Sarah Watts: The Chairman reported that PC David Tippetts had been appointed PC for Avebury and had replaced WPC Watts who had been moved to work at Staff Office at Headquarters.  PC Tippetts stated that he had been a police officer for the past five years. He said he lives in West Overton and therefore had a good knowledge of the local area. The Chairman thanked PC Tippetts for his presence at the meeting and said he was welcome to attend future meetings.
b.          Pothole in High Street:  Mrs Greenaway stated that Mrs Jean Davis had reported there was a hole in the road outside the community shop.  Mrs Davis had rung CLARENCE three weeks ago but nothing had been done to fix the problem. Mrs Greenaway declared that a hole has to be four inches deep before Wiltshire Council will provide an immediate response. Action: The Clerk will contact Mrs Davis to find out where the hole is located exactly and then follow up with Wiltshire Council.

15.  Finance:

• Audit update: The Clerk reported that the audit process was progressing well.  She had recently supplied copies of the cash book to Mazars LLP and that they had confirmed that all the figures added up.
• PAYE for parish Clerks: The Chairman reported that there had been no response yet to Jane Scott’s letter to the Rt Hon George Osborne, Chancellor of the Exchequer. The Chairman stated that a PAYE system did not need to be set up for the time being in view of the Clerk’s personal tax position.
• Setting up Dr Bedford as a new signatory for HSBC Account: It was agreed by all members to set up Dr Bedford as a new signatory to the Council’s account at HSBC. Proposed by the Chairman, seconded by Mrs Greenaway. Action: The Clerk is to action this.
• Cheques for payment:
• Clerk’s pay and expenses: invoice number APC05             £126.53

presented at the meeting and signed by the Chairman
for 10 additional hours work plus Clerk’s expenses of £36.13 

• Hire of Social Centre                                                                               £16.00

All present in agreement. Cheques signed by the Chairman and Mr Dixon.
e.          Standing order for Community First: Mr Dixon asked about the benefits of membership of Community First. The Chairman noted the main benefit was advice on, for example, setting up local facilities such as shops, playgrounds, allotments; Avebury Community Shop had received such advice.  It was proposed by Mrs Lewis, seconded by the Chairman and unanimously agreed that an annual standing order of £36.00, for the continued Parish Council membership of Community First, be set up at HSBC payable to CAF Bank Ltd.

16.  Date of next meeting: Next meeting on 6th September at 7:30pm at the Social Centre.

17.     December/January meeting:  Following discussion, it was unanimously agreed that the Parish Council meet, on a trial basis, on the 6th December this year and would not meet in January 2012.  Action:  The Clerk will confirm if this affects the setting of the precept as this had previously been done in January.

18.  Any other business: None declared

19.  The meeting closed at 21:16

Appendices (included in book of Parish Council papers):

1. Approximate number of households in Avebury

Avebury Parish Council

Minutes of a meeting of Avebury Parish Council held on the 21st June 2011 at the Social Centre, High Street, Avebury SN8 1RF

Time Start: 19:30

1. Public question time: One member of the public was present. There were no questions asked.

Present:  Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mr Paul Dixon, Mrs Antoinette Dyson (Items 1 to 13 c. only) and Mrs Beryl Greenaway.

       In attendance: Miss Liz Moore, Clerk.

1. Apologies: Parish Councillor Mrs Jenny Haines and Wiltshire Councillor Mrs Jemima Milton.

The Chairman gave special thanks to Mrs Jenny Haines, in her absence, for her many years of dedicated work as a member of Avebury Parish Council.  Members agreed to make personal contributions for a gift to her, together with a thank you card that was signed by all.

1. Declarations of interest: There were no declarations of interest.

4.    Minutes:  The minutes of the Council’s meeting held on 17th May 2011 were agreed by all and signed by the Chairman.

5.    Matters arising from the minutes:

1. Planning: Minute ref. 9 a. The Chairman reported that planning consent had been given at Frog Cottage by Wiltshire Council (WC).  Dr Bedford said WC had ignored the Parish Council’s objection to work to trees at Circle Nursery and had given consent.  An email response had been sent to WC on the 17th May, the deadline for receipt of comments. The Chairman stated it may have been possible that WC had already made its decision prior to receipt of the email. The Chairman reported that the single storey extension at East Farm had been approved by WC.
2. Parents parking in High Street: Minute ref. 12 c (ii). The Clerk confirmed that she had contacted Ms Lisa Freeman (Manager at the Circle Nursery) and that Ms Freeman was fully aware of the parking congestion in the High Street. Ms Freeman had said she would put a notice in their weekly newsletter requesting parents to use the designated car parks when dropping off and collecting their children. A similar notice would also be put in the nursery window.
3. Constitution, Rules and Standing Orders: Minute ref. 13. See section 12 below.
4. Motor bike nuisance at Beckhampton: Minute ref. 14 a. Dr Bedford reported that he had met with WPC Sarah Watts and she had said it was not safe to carry out speed gunning on national speed limit roads. The bike nuisance had since diminished and the individual caught on video had not been heard for two nights. Dr Bedford stated that the main route to action would be via a Lobbying Group across the Parish Forum. The main issues identified were (i) The need for a reduced speed limit (ii) Bikes, not cars, were the nuisance. Dr Bedford suggested a reporting line could be set up to report motorcyclists with illegal number plates (iii) Excessive noise.

Dr Bedford confirmed that Mr James Keith (Chairman, Marlborough Area Parish Forum) had been forwarded the motor bike nuisance information and would be reporting that night at the Marlborough Area Board meeting. Dr Bedford added that PC Watts would interview individuals if the public can provide their details. A visit from the police and a warning is often enough of a deterrent. Action: It was agreed that the issue be discussed again when more members had joined the Parish Council and that the backing of the Parish Forum then be sought.  It was also agreed that the issue be put forward as one of the subjects for the Avebury Traffic Management and Design Guide Project.

1. Public footpath behind West Kennet House: Minute ref. 14 b. The Clerk reported that she had received an email from Mrs Hilary Makins (Head Ranger, National Trust), advising the footpath is not a public right of way. It is a permissive path on Trust land. The path is cut a few times each year dependant on growth, staff availability and time.

6.     Membership and arrangements for new election of Parish Councillors on 23rd June 2011:

1. Nominees: The Chairman stated that four people had been nominated for two places on the Council: Mr Mike Daniel, Mr Simon Hamersley, Mr Keith Howell and Mrs Maggie Lewis.
2. Vacancies: The Chairman confirmed that once these two seats had been filled, a third would still be vacant after the election and would be filled by co-option.  In discussion Dr Bedford stated that the best way to get people interested in becoming a member is to speak to them face to face.
3. Decision regarding vacant seat left by Mrs Haines: Members noted that the resignation of Jenny Haines at the meeting meant that a fourth seat had now become vacant.  The Chairman emphasized that it would be valuable, if possible, to achieve a balance of representation from all parts of the Parish; members had noted at their meeting in March that they wished to see more representation from Trusloe, Bray Street and High Street/Green Street.  It was agreed that the Council await the results of the current election and discuss the balance of membership again in July.  In the meantime, members of the Parish Council would see whether there was any further interest among people under-represented, especially in Trusloe.

7.  Planning applications:

1. Listed building consent at Avebury Manor (Ref: E/11/0723/LBC).

The plans were examined and all members agreed to support the application without conditions.

1. Air source heat pump at Bridgemead, Avebury (Ref: E/11/0674/S73). The plans were examined and all members agreed to provide no comment.
2. Single storey garden room at Westbrook, Avebury (Ref: E/11/0735/FUL).

The plans were examined and all members agreed to support the application.

8.       Communications:

1. Headlines in Upper Kennet News: The Chairman confirmed that headlines from the Parish Council’s meeting held on the 17 May 2011 had been included in the June edition of the parish magazine. Dr Bedford reported positive feedback from residents in Beckhampton.

9.       Chairman’s Actions / Information.  The Chairman reported that:

1. BBC Treasure House meeting on 29th May: Some members of the Council had attended the meeting in a private capacity. It was reported by Dr Bedford and Mrs Dyson that the meeting had been very positive. In discussion the following points were made:

-  The meeting ideas and presentation were good
-  The project creates employment for local crafts people
-  The project engages families and involves children
Dr Bedford said the only caveat, and one that had angered local people, was that the NT had not been present to discuss vehicle management. Dr Bedford predicted that the existing NT car park may become self limiting as the public stay longer to visit all the attractions in Avebury.

1. No access sign for High Street: It may be possible to create a no access to cars design by adding ‘street furniture’ to the High Street. A drawing/sketch of a proposed street design by Mr Ewart Holmes was passed to members as an example. (See Appendix One). It showed, for example, that by changing the kerb design and using Sarsen setts, cars could be naturally deflected to the car park. Dr Bedford said that pedestrians rather than cars should be encouraged to enter the High Street but it was likely that such a project would be expensive.  Action: To be discussed further.
2. Notice Boards: The Council is still waiting for a quote. Action: The Clerk will follow up to obtain quote. In the meantime Dr Bedford will explore the possibility of replacing the existing perspex cover of the Beckhampton notice board.
3. Emergency Plan: The Chairman and Clerk had attended a meeting on the 13th June with Mrs Judy Farthing who is Avebury’s trained Emergency Plan Officer. The Chairman presented a document entitled Avebury Emergency Plan 2004 (see Appendix 2). He reported the plan is for civil emergencies and that the objective is to provide an immediate local response to any emergency when the statutory services are unable to meet the local need. The Chairman stated the plan contained lists of skilled people, and those who had resources such as tractors, generators, Agas etc.  It also included details of temporary accommodation and so forth.

Action: The Clerk will be updating the Plan over the next few months in consultation with the Chairman and Mrs Farthing. The Clerk confirmed that emergency contact information will be posted on the Parish Web Site including a ‘cascade’ contact procedure.

1. Avebury Village Plan: It was agreed that discussion on this will be deferred until more members are on board.
2.   Solstice:  The Chairman reported that Solstice had been relatively quiet.  The National Trust campsite had accommodated most people; there were 95 tents and a maximum of only 20 people had to be turned away. Only 40 cars had parked before sunset in the temporary car park at the Manor, although some people arriving after dark had been turned away.  Numbers were down on previous years and few difficulties had been reported: no fireworks/Thunder-flashes had been set off, drumming in the temporary campsite had been very limited and only one Chinese Lantern had been seen. 

It was agreed that the event had been managed very effectively by the National Trust, English Heritage and others and that it had also been policed very well.

On specific issues, Mrs Greenaway reported that the traffic cones that had been installed along West Kennet Avenue were dangerous and she suggested that installing signs at either end of the Avenue would be a better solution.  Mr Dixon reported there had been no police presence at Rawlins Park. As a result Mrs Rawlins had had to employ a security guard on site. The Clerk reported that she had received calls from Trusloe residents that afternoon. They had reported a lack of police presence on the entry/exit points to Trusloe and Beckhampton from the morning of the 21st June onwards.  As a result people had started camping next to the playground and at Windmill Corner. The Chairman had contacted the police that afternoon and they had gone directly to disperse the campers at Trusloe.

Members noted that many campervans and tents had arrived on the Ridgeway and Dr Bedford stated that the Ridgeway was almost impassable at one stage. Dr Bedford added that WC should be asked to resolve the issue of parking on the Ridgeway.

Action: It was agreed that:

1. The Police and National Trust had delivered a very good service over the Solstice period and that the Chairman write letters of thanks to them.
2. The Chairman write to the Police about the three specific issues above
3. The Parish seek a medium term solution to informal camping on the Ridgeway and that the Chairman seeks clarification of landownership from WC’s ‘definitive map’.
4. Great Stones Way and Marlborough Area Parish Forum meeting 15 June: The Parish Forum was working on the GSW issue and the Chairman hoped to work with East Kennett Parish Meeting.

10.  Correspondence

1. Email from Mr Andrew Blackall: The Clerk reported that an email had been received from Mr Blackall regarding attempted theft of roofing lead at The Lodge in Avebury. The Clerk had previously forwarded the email to all members. A follow up email from Mr Blackall advised that the National Trust may be painting the repair with ‘Smart Water’ which stains the hands of the thief. Mr Dixon said that Smart Water was being used on local churches. Action: The next newsletter will include a warning to residents regarding lead theft.
2. Paypoint / Primecard fraud: The Clerk had previously circulated to members an email from PC Watts alerting shop owners to a top up payment card fraud. The Clerk stated that the shops in Avebury do not have this facility.
3. Road works on The Avenue: The Chairman reported that WC’s contractors are planning to do a surface dressing of The Avenue in Avebury on the 11th August 20011 (weather depending).  

11.  Code of Conduct:  Deferred until new members are on board.

12.     Constitution, Rules and Standing Orders: The Chairman reported that a Constitution, Rules and Standing Orders for Avebury Parish Council dated 21 September 2004 appeared to be the most up to date and that he would confirm this shortly.  All agreed to wait to review the document once all nine members of the Council were in place.  In the meantime, members noted that a quorum of three should apply: the quorum of six stated in the constitution was inconsistent with the other proviso that the quorum be a third of nine members. Action: The Chairman and the Clerk will review the document.

13.  Finance:

1. Internal audit: The Chairman reported that internal audit had taken place on the 19th May.
2. External audit: Copies of the Annual Return and a covering letter to the external auditors had been distributed to members on the 15th June 2011 for approval at the Parish Council’s meeting on the 21st June 2011. The covering letter had been drafted by the Chairman to cover additional points relating to the Annual Return. Action: It was resolved by all members to approve the Annual Return, that the Chairman and the Clerk sign it and that the Clerk ensure that all required documents be posted to the external auditor on 22nd June 2011.
3. PAYE for Parish Clerks: The Chairman reported that there had been no response to Jane Scott’s letter to the Rt Hon George Osborne, Chancellor of the Exchequer.  It was agreed to review the matter at the Parish Council’s next meeting.
4. Cheques for payment:
5. Clerk’s pay and expenses: invoice number APC04             £387.17

presented at the meeting and signed by the Chairman
for 36 additional hours work plus Clerk’s expenses of £61.73 

1. Fee for internal audit by Mr Jamie Guy MAAT                                 £75.00

Proposed by the Chairman, all present in agreement. Cheques signed by the Chairman and Mr Dixon.

14.  Date of next meeting: 19th July at 7:30pm at the Social Centre. Apologies in advance: Dr Bedford

15.  Any other business: None declared

16.  The meeting closed at 21:10

Appendices (included in book of Parish Council papers):

1. Sketch of a new street design for the High Street in Avebury by Mr Ewart Holmes.
2. Avebury Emergency Plan 2004

Minutes of a meeting of Avebury Parish Council held on the 19th April 2011 at The Social Centre, High Street, Avebury SN8 1RF

Time Start: 19:30

• Public question time: Two members of the public were present. There were three questions asked.
• Street Trading.  It was reported that street trading is taking place in the High Street. Specifically, there are people actively selling on the grass area triangle from the boots of their cars. There are also people selling ceramics and people selling fruit (cherries) outside The Henge Shop. It was asked whether there is a byelaw or rule that prohibits selling in the High Street. Cllr Mr Andrew Williamson (Chairman) confirmed that street trading is prohibited in the High Street and Green Street.
• Advertisements.  It was reported that a number of poor quality advertisements had been put up in and around the High Street. It was asked whether this is allowed.

Action:

• Miss Liz Moore (the Clerk) will ensure a new notice prohibiting street trading is put up on the notice board, outside the Community Shop.
• The Clerk will contact Wiltshire Council for advice on street trading.
• The Clerk will also contact WC to enquire about general street advertising: rules and standards.
• Traffic in the High Street.  It was requested that a permanent ‘no entry, except for access sign’ should be put up at the top of the High Street. This would make it clear to all that the High Street is in fact a residential, no through road for motor vehicles. The Chairman agreed and stated that the problem of traffic is made worse by errors with satellite navigation systems which he had already discussed with Mrs Jan Tomlin. Dr Mike Bedford (Vice-Chairman) suggested reconsidering a no access sign via the Highways Department. Mr Paul Dixon stated that the correct contact is Mr Peter Hanson. It was reported by Mrs Jenny Haines that people are also parking across the sports field gate.

Action: The Chairman will make enquiries and then report at next month’s meeting.

(One member of the public left, one remained).

• Present:  Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mr Paul Dixon and Mrs Jenny Haines.

• In attendance: Miss Liz Moore, Clerk.

• Apologies:  Mrs Beryl Greenaway

5.    Declarations of interest: There were no declarations of interest except under item 9.a.i below.

6.    Minutes:  The minutes of the Council’s meeting held on 15th March 2011 were agreed by all and signed by the Chairman.

7.    Matters arising:

• Concrete Slabs:  Minute ref. 8b. Mrs Haines reported that the concrete slabs had been removed.
• Glebe Field: Minute ref. 11c. The Chairman confirmed that the Glebe field will not be available for Solstice camping.
• Tourist Information Centre: Minute ref. 11e. The Chairman reported that Wiltshire Council had offered staff voluntary redundancies. These will take place in early May subject to 1.2 Full Time Equivalent staff members being retained. The Chairman said that the owner of The Henge Shop was trying to find a solution regarding funding for the TIC. The Chairman reinforced that Mrs Claire Perry MP had said she would write to WC regarding funding.
• Gifts: Whip Round Minute ref. 11h. The Chairman reported that he and Mrs Helen Vickers had visited Mr and Mrs Rawlins to present them with their leaving gifts. Mr Rawlins had been given life time membership of The Wine Society and Mrs Rawlins had been given membership of the Chocolate Tasting Club. Mr Dixon had visited Mrs Jenny Baldrey to give her her gift of membership of The Royal Horticultural Society. The Chairman circulated a thank you card received from Mrs Baldrey.
• Marlborough Area Board: Grant for Shop Till: Minute ref. 13c. The Chairman confirmed that the partial funding grant had been approved.
•  Trucks in High Street: Minute ref. 13f. The Chairman said he had emailed Dominic Fry to request his contractors to reduce the amount of mud in the High Street.  Due to the dry weather, dust was now the problem.
• PAYE: Minute ref. 14b. The Chairman reported that another local parish had contacted HMRC to object to registering for PAYE but had received a response that HMRC appeared disinterested in enforcing the requirement. The Chairman had raised the issue of PAYE with the Parish Forum. The Forum will try to get all 15 parishes to write a joint letter to HMRC expressing objection against the new PAYE ruling.
• Great Stones Way: Minute ref. 13a. The Chairman reported that he had emailed Ian Ritchie to request: (i) No publicity to actively promote Avebury (ii) The project should be renamed (iii) The Parish Council to be considered for a place on the Steering Committee. The outcome was that an Environmental Impact Assessment will be going ahead and the Way will be re-routed to avoid Avebury, but Mr Ritchie will not be changing the name of the project.
•  Bus Shelter: Minute ref. 16a. The Clerk had contacted CLARENCE at Highways to report damage. No further update. Clerk to check repairs are completed.

8.       Membership and arrangements for election of Parish Councillors on 26th May:

• The Chairman reported that 14 people had written to request an election.
• The nomination forms had been available from 15th April and needed to be received by Wednesday 27th April. The Election would be on the 26th May.
• The Chairman confirmed that members of the PC and the public had done a leaflet drop in the village to communicate the election information.
• Expressions of interest: The Chairman reported that seven people had expressed an interest in becoming a Parish Council Member to date.

9.       Planning:
a. Application: 561 photovoltaic panels at Galteemore Farm, Beckhampton.
Mrs Greenaway declared an interest. The Chairman reported that the Planning Sub-Committee had visited the site, with Dr Bedford standing in for Mr Dixon.  Plans had been examined by members and all had agreed that no comment be made.
b. To adopt terms of reference for the Council’s Planning Sub-Committee:
The Chairman proposed that Members adopt the draft terms of reference previously circulated. (See appendix 1). Dr Bedford questioned the time lapse that would occur between parish meetings. In the case of an emergency or contentious application, the sub-committee will need to meet quickly. Dr Bedford agreed that the sub-committee should have the right to make a decision on the council’s behalf. However, Dr Bedford stated the other Members should then be emailed in order to comment within, for example, a 48 hour period. Members discussed the quorum for the Sub-Committee and Dr Bedford’s proposal that there be a minimum of three Members for the quorum was agreed.

Action: The Chairman offered to amend the terms of reference.  It was agreed that the quorum of the Sub-Committee be three and that all members of the Parish Council be emailed all draft decisions and allowed 72 hours to respond. The Chairman added the Sub-Committee had been originally set up to run for six months and that its terms of reference could be reviewed again in the autumn.

10.     Matters arising from Annual Village Meeting on 7th April:
a. Amendments to minutes: The Chairman stated there had been three changes to the minutes (i) Dr Bedford will be added to the apologies (ii) Mrs Heather Peak-Garland’s request will include the text, ‘…that the salt bin be moved along Kyters Walk, but not removed’. (iii) Ms Linda Jenkins’ revised minute will be adopted as amended at the meeting.
b.  Avebury Manor ‘Treasure House’ programme: The Chairman reported that Ms Monika Kupper (an editor at the BBC) had emailed and would like to find out more about the history of Avebury. The BBC will be carrying out a 100% mail drop / update to all households within the parish. The Chairman had contacted Ms Kupper and stated there was anxiety over the number of people visiting Avebury. The Chairman requested that the BBC make more of a feature of the other National Trust houses where the real treasure is housed. The refurbishment of Avebury Manor will display imitation furnishings as opposed to the real thing. Mr Dixon reported that a new notice from the NT is displayed on the shop notice board. The NT is inviting people to an update meeting on the 28th April. The Chairman reported 20,000 people currently visit the Manor. The NT expects this to rise to 30,000 people this year (an increase of 10,000 people). Work had started on the walled garden.
Action: The Chairman will put BBC on Agenda for next meeting.
c. Issues raised by residents – Details of issues and actions are listed in the minutes of the Annual Parish Meeting. Mrs Haines asked when the NT food outlet is opening. The Chairman had no further information.

11.   Communications:
a. Resumes of minutes. The Chairman reported that Mr David Throup (Editor Kennet Valley News) will provide up to half a page for a brief resume of APC meetings. However the copy deadline for the magazine is too early in the month for regular inclusion of resumes to be easily provided.  The Chairman suggested APC could meet on the first or second Tuesday each month to help meet the deadline.  All agreed to consider this at a future meeting.
b. Notice boards: The Chairman had asked Mr Martin Rendle to look at three of the Parish notice boards to (i) replace the Perspex front or (ii) replace the whole board. Depending on his quote, the Council might get a second quote from another contractor
c. Newsletter to Parish: The Chairman asked Members whether they would like to see drafts in future.  All agreed they would.

12.     Chairman’s Actions / Information.  The Chairman reported that:
(a) National Trust
(i) Mrs Tomlin will have an ‘Open House’ meeting at Avebury Manor on the 28th April.
(ii) The Chairman had asked the NT for APC representation on development of ideas for Avebury Manor. Dr Bedford suggested that representation from Avebury should be by the Chairman and Mr Dixon and it was agreed that the matter be reconsidered when the NT had responded.
(iii) The NT may be prepared to turn the Manor vegetable garden into allotments for the benefit of parish residents.
(b) Avebury Society. Mr Mike Daley had been appointed Chairman.
(c) Avebury Solstice Operational Planning Group. The main arrangements for Solstice had been included in the PC’s recent leaflet drop to all local households.  On West Kennett lay-by there are two options: WC could close it off or not at all. The Chairman will liaise with the Police.
(d) Marlborough Area Board and the Marlborough Area Parish Forum. Dr Bedford reported that MAVCAP had been dissolved.  He said that Wiltshire Council had agreed that the Marlborough Area Parish Forum will have a slot on the Marlborough Area Board Agenda each month.  Dr Bedford also reported (i) extra abstraction from the River Kennet is not legal (ii) MAB had clarified rules on grants and that any monies cannot be used for maintenance. (iii) £700 grant had been approved for Bowls Club at Ramsbury. The club had raised £80,000. (iv) The Emergency Plan must be forwarded to WC. The Chairman stated Mrs Judy Farthing has the kit.
Action: The Chairman and the Clerk to arrange meeting with Mrs Farthing.
 
13.  Correspondence

• Parish Stewards Programme. The Chairman reported that Will (Lengthsman) will be in Avebury the first week each month.  Wiltshire Council will primarily concentrate on repairs to pot holes and other road-works instead of other works such as painting.
• Young People in Avebury Parish presentation, and GROW training. It was agreed that these will be deferred until new members are on board.
• Village Plan. The Chairman reported that Mrs Lomas had written to say she has experience of putting together the Chippenham and Villages Community Plan. Dr Bedford stated that a plan is good because it directs where a Parish Council puts its money. Action: The Chairman will add Avebury Village Plan to next Agenda.

14.  Local Affairs:
a. The Annual General Meeting: meeting set for 7:30pm on Tuesday 17th May at the Social Centre.
b.  Community shop AGM:  7.30 on Monday 16 May.

(One member of the public left none remained).

15.  Finance:

• The Chairman confirmed that HSBC correspondence had been redirected to the Clerk and that a Standing Order had been set up with HSBC to pay the Clerk’s salary each month.
• The Clerk reported that APC has notified the Information Commissioner’s Office. This means APC is complying with the Data Protection Act 1998 concerning electronic record keeping. The Clerk is registered as the data controller. Members are exempt. The fee is £35 per annum.

d. The Chairman confirmed the 2010/11 audit is due to be carried out later in the month. Action: Clerk to contact Mr Jamie Guy to arrange audit.
e.  Cheques:
(i) Clerk’s pay and expenses: invoice number
APC02 presented at the meeting and signed
by the Chairman for 10 additional hours work
plus Clerk’s expenses                                                          £125.39
(ii)  Hire of Social Centre                                                        £ 16.00
     (ii)  WALC Annual Subscription                                            £ 157.82
     (iii) The National Trust – Recreation Ground Licence            £ 60.00
Proposed by the Chairman, all present in agreement. Cheques signed by Mrs Haines and Mr Dixon.
f.   Avebury Sports-field Association: Mrs Haines offered a voluntary contribution of £50.00 towards the NT recreational licence. The Chairman asked why ASA reimbursed APC. Mrs Haines reported that funding is much needed; ASA is a benefit to the rate payer. Action: The Chairman will defer to next Agenda, including the offer of £50.00 for rent. The Chairman will seek further information on VAT rules and regulations.  He would also meet local people who chair other local groups.

16.     Date of next meeting: 17th May at 7:30pm at the Social Centre.

17.     Any other business:
a. Avebury Rocks: Mrs Haines reported ASA met with Avebury Rocks and it is confirmed the walk will start in Avebury. (See Appendix 2 for route map).  The start time has changed to 6pm, finishing at 9:30pm. Mrs Haines added that every entrance to field will be manned and ticketed. There may be concessions for Avebury residents.
b. Bus Shelter at West Kennett:  Mrs Haines reported that about a year ago there had been a request by a bus company for a bus shelter to be put in at West Kennet. Nothing happened. Action: The Clerk will email Mrs Rawlins for further information.
c. Removal of stumps at Rawlins Park by National Trust: Mr Dixon reported the NT removed stumps set on the ground at the turning into Rawlins Park. The stumps were moved so that NT could carry out tree works, but NT had not replaced them. There would be parking in this area over Solstice if the stumps were not put back. Action: Clerk to write letter to NT.
d. Long Grass in Slabs. Mr Dixon stated long grass is coming through slabs near pathway from The Red Lion Pub. This is hazardous in wet weather and needs attention. Action: Clerk to write to Mrs Hilary Makins (now based at West Kennett).

18.     The meeting closed at 21:29

Appendices (included in book of Parish Council papers):
1. Draft Terms of Reference for Planning Sub-Committee
2. Map featuring Avebury Rocks walk route

Avebury Parish Council

Minutes of a meeting of Avebury Parish Council held on the 15th March 2011 at The Social Centre, High Street, Avebury SN8 1RF

• Public session: Great Stones Way

a. The Chairman opened the meeting by welcoming all attendees
b. He introduced the Parish Councillors present, Miss Liz Moore who had recently been appointed Clerk to Avebury Parish Council, and Mr Ian Ritchie, Chairman of Friends of the Ridgeway.
b. The Chairman noted that many local people were grateful to Friends of the Ridgeway for their valuable work, especially in limiting the use of recreational vehicles on the Ridgeway. He stated that that there had however been no previous consultation by FotR with the Parish Council regarding The Great Stones Way project. He referred to the preliminary letter addressed to Ian Ritchie from Jenny Baldrey, previous Chairman of the Parish Council, expressing the Council’s four main concerns:

• The World Heritage Site Management Plan states that the village is at maximum tourist capacity now. There is also a tacit agreement that Avebury should not be actively advertised
• Damage to Avebury’s economy
• The fragile balance between visitor numbers and the village’s capacity to cope
• Limited parking in the village

The Chairman advised that the Parish Council had asked for an Environmental Impact Assessment.  Members had also requested a consultation now so that they could hear more of Friends of the Ridgeway’s views on the subject. The Council would then discuss the issue later in meeting and might write again.

c. Great Stones Way proposal: Presentation by Ian Ritchie

The Chairman invited Mr Ian Ritchie to respond to the issues raised. Mr Ritchie explained that no motor vehicles were allowed on 87% of the trail. He said he had presented to the five Area Boards that covered the route of the Great Stones Way so far and had had considerable support for the project from the Avon Valley area. He agreed that the main concerns were from small villages regarding traffic and from archaeologists regarding damage to monuments. Friends of the Ridgeway were therefore proposing a change of route to the walk. Mr Ritchie said that the walk could start at Barbury Castle or Overton Hill and would avoid Avebury. He explained there was plenty of parking at Barbury Castle and also parking at local pubs and church car parks. In addition, he quoted research based on Hadrian’s Wall that an estimated 18% of the estimated 350,000 walkers on the GSW would complete the trail anyway, resulting in minimal disruption to the environment. He added that another voluntary group would be set up regarding repairs to the route.

Mr Ritchie announced that Friends of the Ridgeway would be undertaking an Environmental Impact Assessment on the route from Overton Hill. He explained the project would go to three companies for tender and require funding. He also said that a Steering Group for the Assessment was to be set up. The Chairman responded positively by requesting that the Parish Council be represented on the Steering Group. Mr Ritchie said he would consider this.

The Chairman requested that Friends of the Ridgeway avoid promoting Avebury as a tourist destination by dropping the title ‘Great Stones Way’.  Walkers would not see stones at either Avebury or Stonehenge. Mr Ritchie stated that he would have difficulty in agreeing a name change because it had become well established in the minds of Wiltshire Council and funding agencies.

d. Question and answers: The Chairman thanked Mr Ritchie for his presentation and his new proposals for changes.  He invited questions.

Dr Bedford asked about timescales for implementation. Mr Ritchie’s view was that the project would not be open to the public now until 2012.

Mr Dixon asked whether enthusiasm for the project had come from local people or from its sponsors.  Mr Ritchie confirmed that the original impetus came from Friends of the Ridgeway.

A member of the public expressed concerns over which contractors would be used for the Environmental Impact Assessment and what their brief would be. Mr Ritchie stated that he would be finding out more about the process in due course.

The Chairman said he had previously circulated to members a letter received from Mr Mark Boden (see appendix 1), in response to Mrs Jenny Baldrey’s letter to Mr Ian Richie. Wiltshire County Council took a view that the project should not proceed until all issues had been satisfactorily resolved. The Chairman added that the Parish Council had recently received a letter from Wiltshire County Council advising that the X76 bus [Marlborough, West Kennett, Calne] was to be withdrawn, probably in September.  He also noted that the X96 bus [Marlborough, Avebury, Swindon] had already been withdrawn in February.

The Chairman thanked Mr Ritchie for attending and said the Council would contact him again shortly.

• Public question time: Seven members of the public were present. One question was asked, as to why plans had been approved for the new house at the Stokholm site by Wiltshire Council officers when bodies such as English Heritage had not approved the plans. It was pointed out that a lot of tree loss would occur and this should be of concern. Mrs Milton explained that it is now the responsibility for Wiltshire Council and English Heritage to sort out. She added that in future the Clerk must call Mrs Milton to express an objection and this must be done within a three week timescale. Mrs Milton will then be able to call in an application for consideration by Wiltshire Council’s Planning Committee.

(Six members of the public left, one remained).

• Present:  Councillors Mr Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Mr Paul Dixon, Mrs Beryl Greenaway and Mrs Jenny Haines.

• In attendance: Cllr Mrs Jemima Milton, Wiltshire Councillor, and Miss Liz Moore, Clerk.

• Apologies:  None

6.     Declarations of interest: There were no declarations of interest except under item 9b below.

7.    Minutes:  The minutes of the Council’s meeting held on 15h February 2011 were agreed by all and signed. Proposed by Mr Dixon, seconded by Mrs Greenaway.

8.    Matters arising:

• Advertisement for Clerk:  Minute ref. 9b. The Chairman reported that four people had responded, three of them had expressed further interest, one had withdrawn and two people had been interviewed. Both candidates had been very strong. The interviewing committee had offered the post to Miss Moore and she had accepted.  She lives in Lockeridge.
• Concrete Slabs:  Minute 13d. The Chairman had written to Mr Fry. Mrs Haines noted that the concrete slabs had been left piled up elsewhere in the Sportsfield.

Action:  Mrs Haines will email Mr Fry to request complete removal of the slabs from the area and the Council would write later if necessary

• The Annual Parish Meeting: Minute ref 14b. The meeting date had been confirmed as the 7th April.

      
9.          Membership:

• The Chairman reported on the Wiltshire Council vacancies process for new parish councillors:

(i) Election: An election will be called if ten or more people ask for a poll by the 24th March 2011. Following the Chairman’s recent enquiry of the Electoral Services Department of Wiltshire Council, it was noted that this applies to three out of the four current vacancies.  After the 24th March 2011 all four seats can be co-opted if no election was requested.
(ii) The Parish Council had distributed a leaflet to all households in the Parish inviting people to join the Parish Council as members. (See appendix 2).

• Expressions of interest: The Chairman reported that five people had expressed an interest in becoming a Parish Council member to date.
• Priorities for selection: The Chairman handed out a document referring to approximate numbers of households in Avebury Parish (see appendix 3). All agreed they would like to see better representation from the people in Trusloe, Bray Street and Green/High Street.
• Process for selection: The Chairman read out the initial email that had been sent to interested, potential new councillors.  In discussion, the benefits of requesting an election were considered. Mrs Milton said she was very much in favour of an election as co-opting can cause rifts in a community. Dr Bedford said an election would give better representation and balance to the Parish Council. All agreed that an election would be the best option and that the Parish Council would defer co-opting for Bruce Hinder’s seat until after the election. Proposed by Dr Bedford, seconded by Mrs Haines.

Action: The Chairman and Clerk to action – Contact Wiltshire Council to see whether Parish Council members and others will need to individually approach Wiltshire Council to request an election or whether a joint letter can be sent.  Seek 10 or more electors to apply for an election.  If no election is called, publish final date for applications and get advice from the Wiltshire Association of Local Councils.

10.          Planning:
a. Process: a Planning Sub-Committee: The Chairman suggested that a planning sub-Committee of the Parish Council be set up so that members get an opportunity to view sites and plans prior to a meeting and report back to Parish Council meetings. The Chairman proposed that initially he, Mrs Greenaway and Mr Dixon would go to visit the sites. Mrs Milton reinforced that she requires three weeks for notification in the case of objections.
Action: It was agreed that a Sub-Committee be set up for the next six months pending the arrival of new members and that Mrs Haines or Dr Bedford act in the absence of a Sub-Committee member. In addition, all members would be emailed a link to the individual planning applications on the Wiltshire Council web site so that plans can be viewed easily prior to a Council meeting. 
b. Felling three trees at Tanhill House, West Kennett
Mrs Haines and Mrs Greenaway declared an interest.  The Chairman and Clerk had previously examined plans and visited the site. Plans were examined by members. Mr Williamson, Dr Bedford and Mr Dixon agreed unanimously that no comment be made. Proposed by Mr Dixon, seconded by Dr Bedford.
c. Internal works to listed building: The Waggon and Horses
Plans were examined by members and all agreed that no comment be made. Proposed by Mrs Greenaway, seconded by Mr Dixon.

11.          Chairman’s Actions / Information.  The Chairman reported that:
a. Handover to Clerk and training. He and the Clerk had toured the Parish and noted the location of the five Parish notice boards. A handover meeting had also taken place with Mrs Rawlins.
b. Avebury Sacred Sites Forum: A mission statement was being drafted.
c. Avebury Solstice Operational Planning Meeting:
(i) Policing will effectively be the same as last year despite the Swindon Music Festival. The police will have air and public order support. There will be police bikes, a passive drug dog, tow truck and two drop bins at the campsite and pub. The Police are encouraging a family event. Inspector Andy Noble will talk to people in the village if there are any concerns.
(ii) Problems are more likely Mon/Tues (20 and 21 June) than Tues/Wed due to people en route to Stonehenge.
(iii) Land incursions – police can only act if a breach of the peace occurs.
(iv) The campsite will be open 9.00 Monday to 14:00 Wednesday.
(v) Policing 6.00 Monday to 23:00 Wednesday
(vi) Parking in Manor grounds 20.00 on Monday to 10.00 Tuesday
(vii) Kevin Oliver Wiltshire Council Events Manager is looking at what can be done for West Kennett.
(viii) Silbury car park closed 18:00 to 10:00 on Monday and Tuesday
(ix) It is not yet known if the Glebe field will be available this year: approximately 30 campers were turned away last year
d. Traffic and Vehicle Management Group : Sarah Simmonds is organising stone setts around the triangle at the top of the High Street. She is also requesting that Wiltshire Council investigate damage to a new sign at West Kennet Long Barrow.
Action: Chairman to invite Andy Noble to the Annual Parish meeting on the 7th April. In addition the Chairman will be attending ASSF.
e. Tourist Information Centre: Chairman and Clerk had attended the TIC when Claire Perry MP had visited it. She is had said she would write to Wiltshire Council to apply for funding.
f.  Communications and IT – consideration of a strategy for Parish Council deferred to May meeting
g. Structure for annual meeting on 7 April:
     Chairman suggested getting notice boards improved. Dr Bedford said that it was also important to communicate better using the Parish’s Web Site. He added that the agenda could be further expanded to give clear information on the details for the meeting.
h. Whip round: Donations were being left at the Community shop

12.  Correspondence

• Jenny Baldrey’s card: The Chairman handed round a thank you card that had been received from Mrs Baldrey, thanking members for her flowers.
• Mark Boden:  Letter received (See appendix 1).
• Best Kept village:  Chairman said the village would need to apply by 15 April with a decision being taken on 2 October. Prizes are £150 for first prize, £75 second prize and £50 third prize. It was agreed that there would be no further action on the matter for this year due to the building works currently going on in the village.
• X76 bus withdrawn: probably effective from September 2011

13.  Local Affairs:

• Great Stones Way: In discussion it was emphasized that Overton Hill is dangerous in terms of location for people crossing to the next part of the trail and that there is poor parking. Silbury Hill was mentioned as a better option. The Chairman concluded that changing the name of the project from The Great Stones Way to an alternative such as The Great Wiltshire Ridgeway would encourage long distance walkers as opposed to day trippers.

Action: All agreed that the Parish Council apply for a seat on the steering committee in view of the fact that the stones at Avebury are prominently featured in the GSW. Proposed by Dr Bedford and seconded by Mr Dixon.
b. Proposed Parish Forum meeting: This is being organised by James Keith, Chairman of Broad Hinton Parish.
Action: All agreed that Dr Bedford will go to the forum. Proposed by Mrs Greenaway and seconded by Mr Dixon.
c. Marlborough Area Board grant for community shop till:
Action: Clerk will write a letter to MAB in support of a grant. Proposed by Dr Bedford and seconded by Mr Dixon and all agreed.
d. Street Party: It was reported by the Chairman that it seemed that there would be no street party on the 29th April.
e. Representation on possible Tourist Information Centre Trust – It was agreed that no Parish Council member would sit on the possible TIC Trust for the time being.
f. Trucks in High Street: The Chairman said that he had emailed Dominic Fry regarding getting contractors to clear the debris and mud that is being left on the road.

14.  Finance:

• It was proposed by Mrs Greenaway, seconded by Mrs Haines and   unanimously agreed that a monthly standing order for one-twelfth of the Clerk’s annual salary be set up at HSBC payable to the Clerk.
• The Chairman stated that according to HMRC, the Council must register as an employer and operate PAYE in order to administer the Clerk’s salary. Action: Chairman has proposed to sort this out.
• IT: Mr Birkeland-Green will continue to maintain the Parish Web Site. The cost is £20 per annum for hosting, £10 per month for less than one hour administration tasks such as uploading minutes, and £25 per annum for the .org domain name. Chairman said the arrangement would be reviewed in six months’ time. All were in agreement. Proposed by Mr Dixon and seconded by Dr Bedford.
• Cheques: The following cheques were raised against invoice number APC01 presented at the meeting and then duly signed by the Chairman and Mr Dixon:

Clerk’s salary: £195.84
Clerk’s expenses: £18.00

15.    Date of next meeting: 19th April at 7.30 p.m. at the Social Centre.  Apologies in advance: Mrs Greenaway

16.    Any other business:
a. Bus Shelter: Mrs Greenaway has reported that damage has been caused to the bus shelter at Beckhampton. The side that has been damaged is facing towards Beckhampton Village.
Action: Chairman to examine damage and Clerk to contact CLARENCE at Highways
b. ASA insurance:  Mrs Haines confirmed ASA have paid for their insurance.

17.    The meeting closed at 9.37 p.m

Appendices (included in book of Parish Council papers):
1. Letter from Mark Boden, Wiltshire Council
2. Parish Newsletter
3. Approximate number of households in Avebury Parish

Avebury Parish Council

Minutes of a meeting of Avebury Parish Council held on the 15th February 2011 at The Social Centre, High Street, Avebury SN8 1RF

1. Public Question Time: One member of the public was present. No questions were asked.

2. Present: Councillors Mrs Baldrey (Chairman), Mrs Greenaway, Mrs Haines, Dr Bedford, Mr Dixon and Mr Williamson

3. Apologies: Councillor Mr Wynne Rawlins (Vice-Chairman)

4. In attendance: Mrs Rawlins (Clerk).

4. Declarations of interest: There were no declarations of interest.

5. Minutes: The minutes of the Council’s meeting held on 18th January 2011 were agreed and signed.

6. Bank mandate: Mrs Baldrey signed a declaration form that Mr Williamson be added as a signatory to Council’s HSBC Bank account.

7. Resignations: Letters from Mrs Jennifer Baldrey (Chairman), Mr Wynne Rawlins (Vice-Chairman) and Mrs Gretchen Rawlins (Clerk) resigning from the Council were read out. A letter of resignation from Cllr Mr Latimer-Kerr had previously been received on 1st February 2011. Mrs Baldrey then left the table. Mr Williamson thanked Mrs Baldrey for her long and committed service to the Parish Council and gave her a card and flowers that had been purchased by colleagues as a token of their gratitude. Mr Rawlins had been unable to attend the meeting but Mr Williamson also thanked him, in his absence, for 54 years service to the Parish Council. Members of the Council had bought him a card and a bottle of wine as a token of their thanks and Mrs Rawlins offered to take it home for him.

The Clerk offered, and it was agreed, that she take the minutes of the meeting in draft form before resigning at the end of the meeting.

8. Election of Chairman and Vice-Chairman of the Parish Council: Mr Williamson was nominated Chairman by Mrs Haines and seconded by Dr Bedford. There were no other nominees and Mr Williamson was elected Chairman. Dr Bedford was nominated Vice-Chairman by Mrs Greenaway and seconded by Mr Dixon. There were no other nominees and Dr Bedford was elected Vice-Chairman.

9. Matters arising:
a. Tourist Information Centre: Following a meeting concerning the proposed closure of the TIC, the Chairman reported that some local people were working on a non-profit scheme to keep it open.
b. Vacancy for Clerk: Interviews would take place on 19 February.
c. Great Stones Way: The Chairman said he had previously circulated members with a letter from Jenny Baldrey as previous Chairman to Ian Ritchie as Chairman of Friends of the Ridgeway. She had set out the Parish Council’s concerns about the proposed scheme. Mr Williamson also read out a recent letter from Ian Ritchie in response. Members were concerned that insufficient thought had been given to the economic, social and environmental impact of the scheme on Avebury and it was agreed that Mr Ritchie be invited to consult with the Parish Council at its next meeting if possible.
d. Representing the Parish Council on local committees: It was noted that the Council would be seeking to attract new members in the near future and it was agreed that decisions would then be taken as to who would represent the Parish Council on local committees. In the meantime, Dr Bedford would attend Marlborough Area Board meetings and Mrs Greenaway, Mrs Haines and Mr Dixon would be Avebury Sportsfield Association representatives. Mr Williamson wished to familiarise himself with the work of other groups and would aim to attend their meetings for the next few months.
e. Footpath Warden: Dr Bedford agreed to remain Footpath Warden.
f. Litter: Members expressed gratitude that a number of local people pick up litter on a voluntary basis. Mrs Baldrey had kindly agreed to continue to litter pick at the play area and the Sportsfield, Mr Rawlins had kindly offered to do the same along the main Swindon Road from the Bus shelters opposite Harrington Court to Avebury and Dr Bedford and Mr Williamson would do what they could in Beckhampton and the High Street respectively.

10. Finance: It was proposed by Mrs Greenaway, seconded by Mr Dixon and unanimously agreed that the following sums be paid:
a. Chairman’s expenses: £35.70
b. Clerk’s salary: £954.00
c. Clerk’s expenses: £78.80

11. Planning: There were no planning applications to discuss.

12. Chairman’s action and information:
a. Membership of Avebury Sacred Sites Forum: The Chairman reported on a recent meeting of the Forum. It had been Mrs Baldrey’s last ASSF meeting and she had noted that things had greatly improved within the Forum and that the atmosphere had changed over time. Members of the Forum had agreed that an open dialogue had been very valuable and it had also been agreed that a range of representatives of those attending ceremonies and camping be recruited to replace several members who had resigned.
b. Avebury Traffic Management and Design Guide Project: The Chairman reported on a recent meeting of the Traffic and Visitor Management Group. Members of the Group had welcomed Wiltshire Council’s proposal to set up the Avebury Traffic Management and Design Guide Project. This would establish a strategic framework within which specific projects could later be prioritised and undertaken.
c. Marlborough Area Board: Cllr Bedford reported on a recent meeting of the Board. He explained that the Chairman of the Marlborough and Villages Community Area Partnership has resigned. It was unlikely that this group would remain and it might become part of the Area Board. It seemed that some money was available for projects such as repairs to play areas and that some of this money might have to be match-funded. Avebury Parish Council could put in a bid to the Area Board.
d. Training: Wiltshire Council will be providing more training for members and Clerks from Easter onwards.

13. Correspondence
a. Avebury Rocks: The Clerk had written to David Uttley, the organiser of ‘Avebury Rocks’, confirming the Parish Council’s decision to allow them to use the Sportsfield for an evening concert on 9 July. She had confirmed that it would end at 10.30p.m.
b. Social Centre meeting: A letter had been received to say that the next meeting of the Social Centre Committee would take place on 17 March.
c. The Spring Fair: This will be held in the Social Centre on 2 April. The Social Centre Committee is looking for helpers for this event.
d. Removal of concrete slabs in the Sportsfield: It was agreed that the Chairman write to Mr Fry to approve his proposal to remove two concrete slabs at no cost to the village.

14. Local affairs:
a. The Neolithic Marathon (Sarsen Trail) will take place on 1 May.
b. The Annual Parish Meeting: A provisional date for the Annual Parish Meeting was set for 7.30 p.m. on Thursday 7 April at the Social Centre.

15. Resignation of the Clerk: The Chairman noted that Mrs Rawlins had served the Parish Council for virtually 23 years. He thanked her for her commitment to its work over this long period and gave her a card and a box of chocolates that had been bought by members of the Council as a token of their gratitude.

16. Date of next meeting: 15th March at 7.30 p.m. at the Social Centre.

17. The meeting closed at 9.30 p.m.

MINUTES OF AVEBURY PARISH COUNCIL MEETING HELD ON THE 18th January 2011

1. PUBLIC QUESTION TIME. The Great Stones Way speaker, who had asked to attend this meeting to talk to members and members of the public failed to attend. Five members of the public attended to hear him.

2 APOLOGIES. Cllrs. Rawlins, Greenaway.

3. ATTENDEES, Cllrs, Mrs Haines, Mrs Baldrey, Dixon, Latimer Kerr, Williamson, Bedford. WC. Milton.

4. DECLARATIONS OF INTEREST. There were no declarations of Interest.

5. MINUTES. The minutes of the November 2010 meeting were agreed and signed. meeting were agreed and signed. Also minutes of the planning meeting held on December 15th 2010 at which 2 plans were discussed and voted upon.
1 Bridgemead, High Street Avebury was approved
2 Skokholm.,Green Street Avebury, because of its bulk, size compared with site, and a bungalow would have been nicer. Objected to.
A further meeting held on the 10th January to discuss the Precept for the years 2011 - 2012. The following decision was made to keep the precept at the same level as last year, which was £11,500.00 this was approved and the relevant forms sent to W.C.

6.MATTERS ARISING.

(a A meeting to discuss the future of the TIC in Avebury was held on the 14th January 2011. The result was that it was deemed necessary to try to keep the TIC in situ and further discussions will be held on this.
(b Vacancy for Clerk. There have been 3 applications for this position and interviews will be arranged shortly. 1 applicant has withdrawn her application.
(c Beckhampton Bus shelter . It is unlikely that Will the Lengthsman will be able to help with the cleaning or refurbishment at the moment. Cllr Bedford said that it does look a mess with the graffiti on it and it does need a new floor to bring it into line with the pavement so that the floor would be free from flooding. This item will be look at again in the new financial year.

7.FINANCE

(a) As previously mentioned the precept has been agreed to be set at the same as 2010. £11,500.
(b Chairmans expenses. £23.76
(c Community First Subscription. £36.00
(d Wiltshire Grass Contract. £409.77
(e Mazars fee for accountancy. £158.62
(f Clerks salary & expenses. 1607.91. Payments proposed by Cllr Haines, seconded by Cllr. Dixon will all members present all in agreement.

8 PLANNING
There were no planning applications to discuss.

9. CHAIRMANS ACTION / INFORMATION.
(a) Chairman reported on a Sacred Sites Forum meeting she attended in Dec 2010. It would appear that at least two of the members of ASSF have resigned because of abuse and that there is some concern over two tents which were not in the campsite but sited with the dykes. Self Policing of the group is not working at the moment.
Pagan members are trying hard to keep control of various situations but nasty things are happening with abuse etc.
Drumming went on rather late and it was felt that drumming could be conditioned to hours acceptable to all. There were complaints that loudspeakers were used and this should not be tolerated especially as there are young children trying to sleep at night in some of the tents. The eclipse was not Seen because of cloud cover, there will be 16 days of camping this year.
Standards Boards will be abolished and Local Authorities may set up a board of their own in future.
Cllr Dixon gave a report on the recent meetings held with Jane Scott, leader of WC, and the Police. Closer work with communities will be one thing on the agenda. Savings of £ 28k has to be made over the next two years. A questionare from the police was discussed and answers decided upon and returned to WPA.

10CORRESPONDENCE.
(a). Clerk has written to David Uttley, the organiser of “Avebury Rocks” confirming the P.C’s decision to allow them to use the Sports field for the evening concert, and confirming that the time limit is 10.30 p.m.
(b W.C. have written to say that there will be no cleansing grant available this year.
(c W.C. have changed our area to Chippenham as the Marlborough depot has closed.

11. LOCAL AFFAIRS.
(a) The next meeting of the P.C. may be held on a date in March. Confirmation of this will be placed on Notice Boards.
Avebury Sportsfield Association has asked that any dog faeces on the Sportsfield be picked up by dog owners. This request will be placed in the KVN.
Dr Bedford reported on the amount of rubbish on the roadside at Beckhampton on the A4 and concern was expressed about the number of motorbikes using the local tracks.
K.Fielding spoke about the concern of the Avebury Society about the Great Stones Way which the Society feels has not been addressed properly, this includes the footfall on monuments and through villages, many of which have expressed concern. The whole idea has been sold on Avebury with the car park and difficulties with car parking at the fore. An impact study on Avebury should be carried out. It was suggested that the P.C. should write to Mark Boden with their concerns. Cllr Milton said that the start could be made from Barbury Castle, which could help local B&B’s in that area.

The meeting closed at 9.50 p.m.

12. DATE OF NEXT MEETING. 15TH FEBRUARY 2010 AT 7.30 P.M. IN THE SOCIAL CENTRE.