Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Wednesday 1st March at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac (Chairman)
Councillor G Fielding (left at 9.30pm)
Councillor A Carroll
Councillor R Houghton
Councillor A Parris
Apologies:
Councillor J Jones
Councillor P Trull
Clerk:
Sarah Quick, Parish Clerk
Public time
Residents of the Bellway estate attended to bring to the Council’s attention an issue whereby bikes and scooters are cutting across a grass verge close to the entrance of the estate. Cars and vans parking around the same area are also contributing to poor visibility and it is becoming a health and safety issue. Unfortunately Bellway are no longer involved as a management company has been appointed however the management company do not have the funds to act. Councillors advised that the project to install a fence to block the access could be funded by the CIL monies received by the Parish Council however a request would need to come from the management company as they own the land. This will be followed up as will the potential for parking restrictions around the entrance to the estate.
Parishioners also attended to discuss their objections to the proposed 5G mast citing health and safety concerns with blocking the view when exiting Inglestone Road onto Sodbury Road. As discussed in item 7.1 the Parish Council resolved to strongly object to the proposed positioning of the mast within the Wickwar Conservation Area, requesting that the company rethink the location.
A parishioner also attended to express concern at the granting of planning permission for in excess of 500 more homes in Thornbury following an appeal to the planning inspectorate. Currently the Bloor homes proposal for 180 homes in Wickwar is still with the South Glos Council planning team for decision and the Parish Council have no update.
Parishioners also raised the proposed axing of the 84/85 bus service, expressing their disappointment that Wickwar will not be served by any form of public transport. Following the last meeting the Parish Council wrote to Dan Norris however there will be no reprieve for the service which will be replaced by an on demand style bus.
AGENDA ITEMS
1.3.23 To RECEIVE apologies for absence.
Apologies received from Ward Councillor Trull and Councillor Jones
2.3.23 To NOTE and RECORD Declarations of Interests relevant to this meeting.
Cllr Carroll declared an interest in planning item 7.2 and did not take part in the discussion
3.3.23 To AGREE whether the minutes from the ordinary meeting held on 1st February 2023 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on 1st February 2023 should be signed as an accurate record. The minutes were signed by the Chairman.
4.3.23 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda.
The clerk has heard back from the Village Hall Committee who now have the agreement of the Tortworth Estate to site a defibrillator there. The clerk also has a meeting with an electrician at the woodyard to discuss siting a further unit there. Next meeting to resolve further purchases.
The clerk applied to the Platinum Jubilee Village Halls Fund for funding towards the Town Hall refurbishment but unfortunately the application was not successful
5.3.23 To determine which items, if any, of the Agenda should be taken with the public excluded.
None
PLANNING
6.3.23 Planning – For the Council to NOTE the following planning decisions
6.1 P23/00202/PNA– Land At Barbers Court Farm West End Wickwar. Formation of trackway with associated hardstanding. Decision: Refusal as prior approval needed
Decision noted
6.2 P22/06768/RVC – RMC Aggregates Wickwar Quarry The Downs Wickwar. Variation of condition 1 attached to planning permission PT17/3550/MW, to vary the date the plant, buildings and other structures shall be removed from the site until cessation of minerals extraction at Wickwar Quarry or by the 31st December 2038. Decision: Approve with conditions
Decision noted
7.3.23 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
7.1 P23/00410/PN1– Land Off High Street Wickwar. Installation of 1 no. 18m monopole supporting 6 no. antennas with a wraparound equipment cabinet at the base of the column, the installation of 3 no. additional equipment cabinets and ancillary development thereto
Resolved: as per discussion in public time the Parish Council strongly objects to the proposed site
7.2 P23/00609/F – Newbarn Farm Wickwar Road Yate. Change of use of stables (sui generis) to workers facilities (Class E) as defined in the Town and Country planning (Use Classes) Order 1987 (as amended).
Resolved: no objection
ITEMS FOR DECISION
8.3.23 To AGREE dates of meetings for the following council year May 2023-April 2024 including the annual parish meeting.
Due to local elections taking place on Thursday 4th of May the May meeting of the Parish Council cannot take place until Wednesday 10th May. It was resolved to set the May meeting for the 10th of May at 7pm and to hold the annual parish meeting on Wednesday the 17th of May. All of the meetings for the rest of the year will be held on the first Wednesday of each month at 7pm.
9.2.23 To CONSIDER the purchase of a coronation flag for the town hall
Following a review of different options it was proposed, seconded and AGREED to purchase a navy blue flag with the official King Charles Royal Cypher at a cost of £75.56. It was also resolved to purchase anti-tangle fittings for all three flags at a cost of £26.97.
10.3.23 To CONSIDER whether to let Park Field for the 2023 grazing season
Work is continuing on the planned cemetery extension into Park Field. The groundwater report has been sent to the environment agency who may wish to undertake a site visit therefore, along with the repairs required in order to make the field secure, it was proposed, seconded and AGREED to leave the field vacant for this year.
11.3.23 To NOTE the information given to the Council regarding the number of overweight lorries travelling through the village
At the last meeting Councillors were given the figures for the number of overweight lorries passing through the village during 2022. This information is broken down by time of day and date and Councillors are grateful to the member of the public who continues to collate the information and bring it to the attention of relevant parties. The Parish Council will write to the individual to express this thanks.
12.3.23 To CONSIDER a request from Wickwar Wanderers Football Club to install 2 extra shower heads at the pavilion if promotion is secured this season
Whilst the Parish Council is reluctant to spend money on the pavilion with the refurbishment due in the near future Councillors remain supportive of the football club and would ensure that any required changes would be made should promotion be secured.
13.3.23 To APPROVE the revised quotation for works to refurbish the town hall downstairs room
The revised quotation increases the costs by £1500 due to increased cost of materials since the quotation was provided last year. It was thought that the increase is reasonable therefore it was proposed, seconded and AGREED to accept the revised quotation. The works are due to start at the end of May.
14.3.23 To AGREE a budget for the upcoming VIP event
With the event being exceptional Councillors wish to invite many parishioners to take part therefore budget is needed for catering including crockery and glasses. A commemorative plaque will also be purchased and a photographer booked. Name badges and tablecloths/fabric covering will also be required. As there will not be another meeting before the event it was proposed, seconded and AGREED to set a budget of £800 to cover all eventualities.
15.3.23 To DISCUSS congestion around the junction of Pennington Road and Sodbury Road
See discussion in public time.
16.3.23 To further DISCUSS the possibility of an honours board for the town hall
The clerk has been through the Councillor declaration records and found that during the first 40 years of the Parish Council there were 33 individual Councillors named. Therefore any such honours board will need space for at least 140 names. It was agreed that, as the records indicate when a Councillor took office rather than left, the honours board will indicate the year in which each Councillor first joined the Council. The clerk to further investigate costs of a board to accommodate the required number of names.
17.3.23 To DISCUSS the wording for the plaques on the Avon Crescent benches
Cllr Carroll has received the wording from the Avon Crescent community where they would like the wording from the plaques on the old benches to be included. Councillors agreed to this and it was proposed, seconded and AGREED to accept the quote from Brunel Engraving to carry out the work on brass plaques rather than stainless steel.
REPORTS
18.3.23 To RECEIVE a report from the Ward Councillor.
Ward Councillor Trull sent her apologies however reported that the 84/85 bus service has been extended until early June and efforts continue to work with the Rights of Way team at South Glos Council regarding the Pound Barn footpath.
19.3.23 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary.
19.1.3.23 King George’s Field
Three local companies have now been met with regarding the pavilion refurbishment and proposals received from each which have been circulated to Councillors. At this early stage quotes for the whole work aren’t possible however one local building company would be able to oversee the whole process, from the design through to planning and construction. It was AGREED to set up a meeting with the company to discuss in more detail.
A child recently slipped on the grates within the play area gates which can become slippery when wet. Cllr Carroll to investigate new signage and the grass cutter to be contacted regarding keeping the grates weed and grass free.
Due to the new benches on the playing field the grass cutter will need to strim around them. The clerk to contact them to agree the extra work.
19.2.3.23 Wickwar Community Centre
The outdoor classroom building is almost complete, Cllr Trull is liasing with South Glos Council regarding any possibility of the need for planning permission for the structure.
19.3.3.23 Wickwar Town Hall
The clerk is taking advice on setting up an agreement with the church for their administration assistant to work from the Town Hall later in the year if the vicarage is sold.
19.4.3.23 Wickwar Cemetery
A response from the Environment Agency regarding the groundwater report is still awaited.
19.5.3.23 Wickwar Youth Club
Cllr Parris and Ward Councillor Trull recently attended a meeting hosted by South Glos Council regarding recommissioning their youth offering. It appears that from the next financial year any funding from SGC will need to be match funded by Town and Parish Councils.
ITEMS FOR INFORMATION ONLY
20.3.23 To RECEIVE the play equipment inspection for February (circulated)
The inspection was noted
21.3.23 To RECEIVE the register of correspondence received
• Wickwar Scouts wrote to thank the Parish Council for allowing them to use the Town Hall for their meetings when their usual venue was unavailable.
• West of England Rural Network circulated an update about creation of a Village Agents programme the contents of which was noted.
• Avon and Somerset Neighbourhood Watch contacted the Council as they launch a Better Places to Live campaign, the contents of which were noted.
• A parishioner contacted the Clerk regarding the current works to drop kerbs at several locations within the village requesting an update as to how the scheme will work. The Clerk to write in reply explaining how the road set up will not change, it will just be easier to travel from the new estates to the primary school with a buggy or mobility scooter.
REQUESTS FOR FINANCIAL ASSISTANCE
22.3.23. Avon Crescent Community Centre regarding the King’s Coronation
The community at Avon Crescent wishes to hold an event to celebrate the King’s Coronation and it was proposed, seconded and AGREED to give a grant of £250 to support this.
BURIAL MATTERS
23.3.23 To sign the ERB transfer for plot 205 at Wickwar Cemetery
The ERB transfer was duly signed by the Clerk, the Chair and two Councillors.
FINANCE
24.3.23. To NOTE the monthly bank reconciliation for January 2023. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as at 31st January 2023 were NOTED and signed by the Chairman as a true record
25.3.23. To APPROVE accounts for payment and NOTE additional payments made in line with Financial Regulations
It was RESOLVED that the payments as listed in the following payment schedule should be made
HMRC January/February PAYE 389.81
HMRC February/March PAYE 449.30
Sarah Quick February expenses 18.09
Staff salaries February 1472.70
Octopus Energy Town Hall February 34.70
PlusNet February broadband 21.60
Water Business water services 20/07/22 to 08/02/23 101.64
Tony Gardner Property Maintenance Install 2 x benches at KGV eastern border 202.00
Tony Gardner Property Maintenance Install 2 x benches at KGV western border 202.00
Tony Gardner Property Maintenance Install 2 x benches at Avon Crescent Community Centre 213.99
Tony Gardner Property Maintenance Install memorial bench at KGV 261.20
Tony Gardner Property Maintenance Install 2 x picnic benches at KGV 252.00
Tony Gardner Property Maintenance Lay paving slabs to KGV west side benches plus key cutting 248.00
Tony Gardner Property Maintenance Lay paving slabs to KGV easr side benches 232.00
South Gloucestershire Council Localism charges January – March 1058.15
EDGE IT Systems Ltd End of year finance package 42.00
The Keepers Grant for survey printing and distribution agreed at February meeting 300.00
WEAG grant for the Good Front Garden Awards posters etc. plus wildflower seeds. Agreed Feb meeting 500.00
Wickwar Brownies Grant for fund raising equipment. Agreed at February meeting 492.50
RO Williams & Son 6 hours hedge trimming 324.00
Octopus Energy Town Hall February 34.70
PlusNet February broadband 21.60
Paid between meetings using clerk’s delegated powers:
WOOSC Outdoor classroom – grant approved at December meeting 20% installment paid 7/2 12151.68
WOOSC Outdoor classroom – grant approved at December meeting – final installment paid 22/2 12151.68
26.3.23. To APPROVE the purchase of a shopping voucher to the value of £60 for the clock winder’s holiday cover
It was proposed, seconded and AGREED to purchase a shopping voucher to the value of £60 for the clock winder’s holiday cover
27.3.23 To APPROVE the updated asset register (circulated)
The updated asset register was duly noted
28.3.23 To CONSIDER the purchase of an extended warranty for the clerk’s laptop purchased in 2022
The costs of the extended warranty were weighed up against the likelihood of the laptop failing with consideration given to the fact that data is regularly backed up to the cloud. Further investigation into a hard drive for storing the data to be carried out by the Clerk.
ITEMS FOR THE NEXT AGENDA
29.3.23. To NOTE any items for inclusion on the following meeting agenda.
Cllr Carroll raised the agreement made previously to provide cups/shields for the Wickwar Games. The games and also the produce show have been scheduled for September so purchase of items will be added to the April agenda.
There being no further business or items for the next agenda the meeting was closed at 9:55pm