Wickwar Parish Council
Meeting of the Parish Council – Minutes
The annual meeting of the above Council was held on Wednesday 10th May 2023, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac (Chairman)
Councillor A Carroll
Councillor R Houghton
Councillor J Jones
Councillor A Parris
Apologies:
Councillor G Fielding
Councillor P Trull
Clerk:
Sarah Quick, Parish Clerk
Public time
Representatives from Wickwar Wanderers attended to discuss the proposed design brief for the pavilion refurbishment. Two sections of the brief were identified as needing clarification, the first to specify that facilities required are for a minimum of one match, ideally two. The second to clarify that function facilities are needed in terms of a club house space with kitchenette. The above changes will be incorporated before the brief is sent to the building contractor.
A representative from WPFA also attended to update the Council that funding has been applied for to create a pump track on the WPFA field. Funding is to come from the s106 monies that South Glos have available for sports facilities following the new housing developments in the village.
AGENDA ITEMS
1.5.23 To ELECT the Chairman of the Parish Council.
Councillor Stephen Isaac was nominated for the office of Chairman. There were no other nominations. This was seconded and RESOLVED.
2.5.23 To ELECT the Vice Chairman of the Parish Council
Councillor Gareth Fielding was nominated for the office of Vice Chairman. There were no other nominations. This was seconded and RESOLVED.
3.5.23 To RECEIVE the Declaration of Acceptance of Office forms from the newly elected Chairman and Vice Chairman
Cllr Isaac’s Declaration of Acceptance of Office forms were signed and witnessed by the clerk. Cllr Fielding will sign his Vice Chairman’s form at a later date however his Declaration of Acceptance of Office form has been received by the clerk.
4.5.23 To RECEIVE apologies for absence.
Cllrs Fielding and Trull sent their apologies
5.5.23 To NOTE and RECORD Declarations of Interests relevant to this meeting.
None
6.5.23 To AGREE whether the minutes from the ordinary meeting held on 5th April 2023 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on 5th April 2023 should be signed as an accurate record. The minutes were signed by the Chairman.
7.5.23 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
Nothing for this meeting
8.5.23 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required
9.5.23 To REVIEW and ADOPT terms of reference for Council committees and working groups (Staff Committee and Section 106 and CIL Working Group)
It was proposed, seconded and RESOLVED to adopt the terms of reference for Council committees and working groups (Staff Committee and Section 106 and CIL Working Group) without changes
The following membership of Council committees and working groups was proposed, seconded and RESOLVED.
Committee/ Working Group Representative(s)
Staff Committee Cllr Isaac (Chairman), Cllr Fielding, Cllr Carroll
Section 106 and CIL Working Group All Councillors (min of four)
10.5.23 To REVIEW and ADOPT Standing Orders and Financial Regulations (circulated)
It was proposed, seconded and RESOLVED to adopt the Standing Orders and Financial Regulations with only minor amendments made
11.5.22 To REVIEW and AGREE Parish Council representation on external bodies and arrangements for reporting back
Wickwar Community Centre Management Committee Cllrs Fielding and Jones
Report verbally to Full Council
Wickwar Wanderers Football Club Cllr Fielding
Report verbally to Full Council
Wickwar Youth Club Cllr Parris
Report verbally to Full Council
Planning
12.5.23 Planning – For the Council to NOTE the following planning decisions & notices
The following planning decisions were noted:
12.1.5.23 P22/07111/HH and P22/07110/LB – Westend House West End Wickwar. Demolition of existing rear ground floor extension and erection of new single storey rear extension to form additional living accommodation. Demolition of existing first floor conservatory to form first floor terrace. Infill of existing rear undercroft area to form garden room and bathroom (re-submission of application P22/03541/HH). Decision: Approve with conditions 18.2 P21/05331/O – Land To The Rear Of South Face Cowship Lane Cromhall. Demolition of existing barns and erection of 1 no. dwelling. Approve with conditions
12.2.5.23 P23/00857/RVC – Vine Cottage North Street Wickwar. Variation of condition 3 (list of plans) attached to planning permission P21/06836/F to replace approved plans with drawing no’s 122-P01 Rev A, 122-P02 Rev A and 122-P07 – Erection of single storey front extension to form additional living accommodation. Erection of detached garage with storage over. Decision: Approve with conditions
12.3.5.23 P23/00831/HH – The Annexe Captain’s Farm Hall End Lane. Erection of a single storey side extension to form additional living accommodation. Decision: Approve with conditions
13.5.23 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
13.1.5.23 P23/01342/TCA– Maple House Station Road Wickwar. Works to fell 4no Leylandii tress and crown reduce 8no Leylandii trees by 4.5 metres. Trees situated within the Wickwar Conservation Area
RESOLVED: No objection
13.2.5.23 P23/01410/F – Land Off The Downs Wickwar. Formation of new access and associated works
RESOLVED: Strong objection on the grounds of safety as the The Downs road is already dangerous and a further entrance would make 4 entrances on an already congested stretch of road. Agricultural right of access is in place and has been used for many years without issue including large pieces of machinery and combine harvesters. The Parish Council also strongly objects to the removal of the ancient oak tree which has a TPO attached and is in the Wickwar Conservation Area. This tree is healthy and must not be removed.
13.3.5.23 P23/01423/TCA – Southfields, 148c Inglestone Road Wickwar. Works to 1no. Goat Willow, 1no. Purple Plum, and 1no. Ash to cut back by 25% situated in the Wickwar Conservation Area.
RESOLVED: No objection
Items for CONSIDERATON and DECISION
14.5.23 To REVIEW the Welcome to Wickwar information pack and CONSIDER further distribution
The information pack will be circulated to all Councillors by the clerk to ensure that it is up to date then it will be distributed to all homes on the Bellway and Linden estates and advertised to any other villagers who have recently moved to Wickwar.
15.5.23 To APPROVE the appointment of the GAPTC Internal Audit Service to undertake the internal audit for 2022/23
It was proposed, seconded and AGREED to use the GAPTC Internal Audit Service to undertake the internal audit for 2022/23
16.5.22 To REVIEW and APPROVE the updated Asset Register for 2023/24
It was proposed, seconded and RESOLVED to approve the updated Asset Register for 2023/24
17.5.22 To CONFIRM arrangements for insurance cover in respect of all insurable risks
It was confirmed that the Council holds a policy with BHIB which will be renewed on the 1st of June 2023. This is the third year of a 3 year contract.
18.5.23 To DISCUSS the grass cutting contract for the play area and cemetery
Councillors have been disappointed with the current contractor with not enough cuts being done in the cemetery and play area. Weeds and grass have been allowed to grow inside the play area gates making them slippery. The contract ends this year and so Cllr Carroll and the clerk will review the instructions to quote in readiness for going out to tender
19.5.23 To CONSIDER the purchase of cups/shields for the Wickwar Games and Produce Show
Cllr Carroll has contacted the organisers of the Wickwar Games and Produce Show regarding the provision of cups but has not heard back. One more attempt will be made to contact them.
20.5.23 To CONSIDER the purchase of a record book for Councillor Declarations
It was proposed, seconded and RESOLVED to purchase a record book for future Councillor Declarations at a cost of £189 plus VAT. The purchase is expensive but will last for at least 50 years.
21.5.23 To APPOINT a contractor to project manage and complete a refurbishment and extension of the King George’s Field pavilion to include any surveys, obtaining planning permission and architectural plans
It was proposed, seconded and RESOLVED to appoint Chappell & Dix to project manage the refurbishment and extension of the King George’s Field pavilion.
22.5.23 To APPROVE the design brief for the KGV Pavilion refurbishment project
Following discussions with representatives from the Football club (see public time) some small amendments were made to the design brief which was then agreed. The clerk will forward the brief to the building contractor.
Reports
23.5.23 To RECEIVE a report from the Ward Councillor.
Ward Councillor Trull has tendered her resignation to the Parish Council in addition to not being re-elected as Ward Councillor. The Parish Council wishes to thank Cllr Trull for her many years of service, including as clerk, and will write a letter of thanks.
The clerk will write to the new Ward Councillors to clarify their attendance at future meetings.
24.5.23 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
24.1.5.23 King George’s Field
A sofa and mattress have been fly-tipped behind the pavilion building. The clerk has obtained a quotation from South Glos council to remove at £65 plus VAT. It was RESOLVED to accept the quotation and instruct South Glos to remove the items.
25.2.5.23 Wickwar Community Centre
There are still some reservations about the outdoor classroom building and some issues around banking during a changeover of treasurer however those are for WOOSC to resolve.
25.3.5.23 Wickwar Town Hall
A start date of the 2nd of June has been given for the building works. Following the Royal visit the downstairs room is mostly clear but the final tables and chairs will need to be cleared along with the bier.
The clerk has worked further on allowing the church administrator to work from the Town Hall. Estimated costs to print the Parish News are around £15 per month however there will also be extra heating and lighting costs. The clerk to investigate with the insurers if there would also be any increased premium and will report back to the next meeting.
25.4.5.23 Wickwar Cemetery
No further update has been received from the environment agency, the clerk will chase again.
25.5.5.23 Wickwar Youth Club
The chill out area has been decorated following input and designs from the young people and the Club still continues to be very popular and oversubscribed. Some issues with parking during the day times have been reported and Cllr Parris will follow up.
Items for information only
26.5.23 To RECEIVE the play equipment inspection carried out by ROSPA (Circulated)
The ROSPA inspection has been received with only some minor repairs highlighted. Clerk and Cllr Carroll to view the items highlighted.
26.5.23 To RECEIVE the register of correspondence received.
Correspondence was received on the following matters not also discussed elsewhere on the agenda:
• A company approached the Council about running dog training sessions at the KGV field. Councillors felt that the field is not suitable as there are often many dogs being walked by villagers and there is also not much space that is not given for football pitches.
• Many guests have written to express their thanks at being included in the visit of HRH Princess Anne.
Requests for financial assistance
27.5.23 Nothing received for this meeting
Burial Matters
28.5.23 ERB Transfer of the Arnold family plot to Graham Arnold
Councillors and the clerk duly signed the ERB transfer certificate
Finance
29.5.23. To NOTE the monthly bank reconciliation for March 2023. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as of 31st March 2023 were NOTED and signed by the Chairman as a true record
30.5.23 To APPROVE accounts for payment and NOTE additional payments made between meetings in line with Financial Regulations
It was RESOLVED that the payments as listed in the following payment schedule should be made.
HMRC April PAYE 620.15
Sarah Quick April expenses – HP Instant Ink subscription 9.99
Angie Carroll April expenses – purchase of new flags and weights in time for for Coronation 178.71
Octopus Energy Town Hall April 21.21
Octopus Energy Pavilion April 39.99
PlusNet April broadband 21.60
South Gloucestershire Council Rates for KGV pavilion 51.00
NEST Clerk pension (employer and employee contribution) 116.87
Public Works Loans Board Loan repayment 1068.80
South Gloucestershire Council Localism charges for April, May & June 1234.80
ROSPA Annual play area inspection 136.20
Popplecote Flowers Flowers and posy for HRH event 120.00
Frontier Branding Photography for HRH event 100.00
ICCM Annual membership 95.00
Wickwar Youth Centre Payment of grant approved at April meeting 3000.00
Dancing Monkey Pubs Ltd Fox & Maple family Coronation event – payment of grant approved at April meeting 500.00
South Gloucestershire Council Dropped kerbs project (CIL funded incl VAT) 37200.00
Paid between meetings as spend agreed at last meeting
Staff salaries April salaries 1805.25
South West Ambulance Service Purchase of two further defibrillators 3360.00
31.5.23 To AGREE an overtime claim of 15 hours from the clerk following the extra workload generated by the Royal visit
Following discussions at the April meeting it was proposed, seconded and AGREED to pay the clerk 15 hours over time for the extra workload generated by the Royal visit
32.5.23 To REVIEW the Council’s and/or staff subscriptions to other bodies
• ALCA (Avon Local Councils Association)
• GPFA (Gloucestershire Playing Fields Association)
• ICCM (Institute of Cemetery and Crematorium Management)
• SLCC (Society of Local Council Clerks)
All subscriptions to remain in place
It was proposed, seconded and RESOLVED to approve the following direct debits for the financial year 2023/24:
Water Business (Pavilion) Quarterly No end date Variable based on usage
Water Business (Park Field trough) Quarterly No end date Variable based on usage
Water Business (Town Hall) Quarterly No end date Variable based on usage
Octopus Energy (Pavilion) Monthly Fixed contract until October 2023 Variable based on usage
Octopus Energy (Town Hall) Monthly Fixed contract until October 2023 Variable based on usage
Tesco Mobile (Clerk’s phone) Monthly Rolling monthly contract from £7.50 with unlimited calls
PlusNet Broadband Monthly £21.60
NEST pensions (Clerk’s pension) Monthly No end date Confidential
South Gloucestershire Council (Business Rates for pavilion) April, May, June No end date £171.52
Public Works Loan Board (loan for WPFA field) 1st May, 1st November TBC £1068.80
ICO (Information Commissioners Office) registration Annually No end date £35
33.5.23 To REVIEW the Council’s expenditure incurred under s.137 of the Local Government Act 1972 for the financial year 2022/23 and to NOTE the s.137 limit for 2023/24
The Parish Council spent £5,927 on section 137 transactions for the 2022/23 financial year. Against a limit of £8,149.
The limit for 2023/24 has been set at £8.82 per council tax base. For Wickwar this will be 910 therefore a total of £8,026.20.
34.5.23 To REVIEW the Council’s expenditure of CIL (Community Infrastructure Levy) for the financial year 2022/23 and note the amount of unspent CIL
Total CIL monies:
RECEIVED 2019/20 £18,018.59
2020/21 £48,115.15
2021/22 £52,218.62
2022/23 £98,514.19
£216,866.55
SPENDING 2019/20 £3,555.70
2020/21 £40,879.76
2021/22 £21,318.62
2022/23 £61,198.51
£126,952.59
£89,913.96 Balance remaining
PLANNED PROJECTS
£335.74 Poplar Lane bin emptying
£335.74 Inglestone Road bin emptying
£10,000.00 Village Gates project
£25,000.00 Town Hall refurbishment
£3,100.00 Defibrillators for Wood Yard and Village Hall
£31,000.00 Dropped kerbs
£15,000.00 Cemetery extension
£84,771.48
This leaves a balance of just £5,142.48 unaccounted for.
35.5.23 To CONFIRM the purchase of flags for the Town Hall to commemorate the King’s Coronation
Whilst a King Charles cypher flag had already been purchased, the Union Jack flags were in a poor state following the Royal visit so replacements were purchased by Cllr Carroll in time to be used for the May 6th Coronation. Thanks to Cllr Carroll who also sewed weights into the flags to stop them becoming so tangled.
It was proposed, seconded and AGREED to support the purchase and reimbursement of Cllr Carroll
Items for the next agenda
36.5.23 To NOTE any items for inclusion on the following meeting agenda.
There being no further business the meeting was closed at 9.30pm.