Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Wednesday 6th December 2023, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac
Councillor G Fielding
Councillor A Carroll
Councillor J Jones
Councillor R Houghton
Councillor B Walter
Apologies:
Councillor A Parris
Ward Councillor A Rush
Ward Councillor B Romaine
Clerk:
Sarah Quick, Parish Clerk
Public time
A representative from Wickwar Wanderers football club attended to discuss the imminent move to Hillesley football club for the Senior teams whilst work is carried out at the pavilion building. Hillesley will charge Wickwar Wanderers £1,000 for the rest of this season. As facilities are unavailable at King George’s Field Hillesley are requested to invoice the Parish Council on behalf of Wickwar Wanderers. It is anticipated that the Wickwar Wanderers Youth teams will continue to play at Wickwar as they do not require access to toilets and changing facilities. This will stay under review as the building project continues.
A parishioner attended to follow up on a request to provide information about the sale of a piece of land at The Buthay in 2017. The Parish Council sold the land and purchased play equipment for King George’s Field. Legal advice was taken at the time and the solicitor’s details have been given.
Cllr Houghton reported that the AGM recently took place of the Tyndale Reach development’s management company. At the meeting it was clarified that the management company are responsible for the inside of the main Sodbury Road boundary hedge and South Glos Council are responsible for the outside. The outside desperately needs attention and the Clerk will follow up with South Glos.
A discussion took place about flooding around several of the lanes and The Downs Road due to the recent heavy rain. Further afield regular flooding occurs on the Wickwar Road near the Hanson quarry. The Clerk will compile a list of the worst affected areas in order to take up with our Ward Councillors and South Glos Council.
AGENDA ITEMS
1.12.23 To RECEIVE apologies for absence.
Cllr Parris and Ward Cllrs Rush and Romaine sent their apologies.
2.12.23 To NOTE and RECORD Declarations of Interests relevant to this meeting.
None for this meeting.
3.12.23 To AGREE whether the minutes from the meeting of the Parish Council held on the 8th of November 2023 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on the 8th of November 2023 should be signed as an accurate record. The minutes were signed by the Chairman.
4.12.23 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
Nothing for this meeting.
5.12.23 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required.
PLANNING
6.12.23 Planning – For the Council to NOTE the following planning decisions & notices
The following planning decisions were noted:
6.1 P23/02645/F – The Yard Sodbury Road Wickwar. Change of use of land from agricultural to a mixed use of class B2 (business) and B8 (storage and distribution) as defined in the Town and Country Planning (use classes) Order 1987 (as amended) and ancillary works. Decision: Application withdrawn
6.2 P23/02689/RVC – The Bungalow Newlands Farm West End Wickwar. Removal of condition 3 (agricultural occupancy condition) attached to permission P89/1781. Erection of dwelling for agricultural worker (outline). Decision: Application withdrawn
6.3 P23/02778/LB – 4 High Street Wickwar. Installation of 3no. casement windows to rear side elevation (north facing); installation of 4no. rooflights (1no. rooflight to north facing side roof plan and 3no. rooflights to rear elevation); and replacement of existing 4no. dormer windows (3no. dormers to front elevation and 1no. dormer to rear).. Decision: Approve with conditions
6.4 P23/02444/LB – 5 Southend House, Wickwar Road. Decision: Approve with conditions
6.5 PP-11057854 – Land At Sodbury Road Wickwar. Erection of up to 180 dwellings, a local shop and associated infrastructure (Outline) with access to be determined; all other matters reserved. Decision: Appeal dismissed
7.11.23 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
7.1 P23/03216/F- The Bungalow Newlands Farm West End Wickwar. Full planning application for the removal of condition 3 of outline planning consent P89/1781 and subsequent reserved matters consent P89/2800 (Agricultural Occupancy Condition).
Resolved: No objection
Items for CONSIDERATON and DECISION
8.12.23 To Co-opt Deborah Donnelly and Lyn Ford to the vacancies of Parish Councillor
Lyn Ford was co-opted to the vacancy of Councillor and duly signed her acceptance of office. Deborah Donnelly sent her apologies and will be co-opted at the next meeting.
9.12.23 To AGREE a date for the budget/ action plan working group meeting to discuss the budget for 2024/25 (proposed date Weds 3rd January 2024).
It was agreed that the working party will meet on Wednesday 3rd January at 7pm with the full Council meeting to be held on Wednesday 10th January at 7pm followed by a meeting of the King George’s Field trustees. The staffing committee will meet on Thursday 11th January at 7pm.
10.12.23 To AGREE attendance for Cllr Walter on the Planning in Plain English training course run by ALCA
It was proposed, seconded and AGREED for Cllr Walter to attend the course at a cost of £40
11.12.23 To AGREE the project schedule for the cemetery extension provided by the CDS group
At the last meeting it was resolved to move forward with CDS to assist with the planning and development of the cemetery extension. The latest schedule shows a maximum cost of £41,200 however this will be spread over a number of years and includes costs which may not materialise. Calculations show that there are earmarked reserves and CIL monies available to cover the potential cost therefore the project can continue with further monies to be transferred to the earmarked reserve at the end of this financial year.
12.12.23 To CONSIDER the request from Wickwar T20 Cricket Club for cricket facilities at King George’s Field
Representatives from Chipping Sodbury Cricket Club and Gloucestershire Cricket Foundation attended to discuss a proposal to bring cricket back to King George’s Field. There is currently a Wickwar T20 cricket team however they play their home games at other grounds. There is also a shortage of cricket pitches as teams from North Bristol look further afield for grounds. Chipping Sodbury regularly field 4 teams on a Saturday afternoon however this could be 5 if a suitable ground was available. Chipping Sodbury have a groundsman who could be responsible for the Wickwar wicket. Gloucestershire Cricket Foundation can provide funding for a potential all weather wicket and also for the machinery that would be needed to maintain a grass wicket. Councillors were supportive of the project and further work will be done on a proposal for a future meeting.
REPORTS
13.12.23 To RECEIVE reports from Ward Councillors
Both Ward Councillors were absent from this meeting.
14.12.23 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
15.1.12.23 King George’s Field
As covered in public time the football club has made alternative arrangements to play at Hillesley FC whilst the pavilion is out of action and the pavilion building has been cleared. Chappell & Dix have sent final costings and a clarifications document which were all noted by Councillors. The Clerk will confirm that the play area fencing will be reinstated following completion of the project.
Cllr Carroll requested that tree guards be purchased for the two young trees in the play area and will get quotations for next meeting.
15.2.12.23 Wickwar Community Centre
The required plumbing works are currently taking place and the school has organised for some acoustic boarding to be installed in the main hall with a 20% contribution made by the Community Centre. If successful then this will be purchased for the Olive Pollard room.
15.3.12.23 Wickwar Town Hall
A start date of the 4th of March has been given for the downstairs refurbishment following acceptance of the builder’s quotation. The bier is to be borrowed by a local amateur dramatics group as it will fit perfectly into their next production.
15.4.12.23 Wickwar Cemetery
As per minute 11.12.23 the cemetery extension project continues to move forward and a topographical survey has recently taken place.
15.5.12.23 Wickwar Youth Club
Nothing to report to this meeting as Cllr Parris was absent
ITEMS FOR INFORMATION ONLY
16.12.23 To RECEIVE the play equipment and assets inspection for November (circulated)
The inspections were noted.
17.12.23 To RECEIVE the register of correspondence received.
• A parishioner has written to the Parish Council about the poor postal service, with deliveries not being made some days. The Clerk will write to the local area office and also highlight to our Ward Councillors
• Correspondence has been received from Oxwick Farm following complaints of loud music across some weekend festivals during the summer months. A questionnaire was circulated to the local community the results of which will be reported back to the Parish Council’s January meeting along with further feedback about future plans.
REQUESTS FOR FINANCIAL ASSISTANCE
18.12.23 Yate Heritage Centre for school holiday workshop sessions
Alexander Hosea Primary School have requested to borrow a resource box from Yate Heritage Centre and the request has been denied. Whilst the nature of support for Wickwar’s primary school is determined the Parish Council wishes to defer the decision on the grant application and the request will be placed onto the January agenda.
19.12.23 Avon Crescent Senior Citizens Club for cooking equipment
Regular lunches are held at the centre, bringing together many of the Avon Crescent residents. The kitchen is very small therefore the Club would like to purchase an air fryer to enable the easy preparation of hot meals. It was proposed, seconded and AGREED to give £200 to the Avon Crescent Senior Citizens Club to assist with this purchase.
As a resident of Avon Crescent Cllr Walter abstained from the vote.
BURIAL MATTERS
20.12.23 None for this meeting
FINANCE
21.11.23 To NOTE the monthly bank reconciliations for October 2023. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as of 31st of October 2023 were NOTED and signed by the Chairman as a true record
22.12.23 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 November PAYE 885.66
Staff salaries November salaries (including back pay) 2176.00
Sarah Quick October expenses (printer ink, cable ties and sticky fixing tape) 33.60
Octopus Energy Pavilion November 62.17
Octopus Energy Town Hall November 106.78
PlusNet December broadband 21.60
NEST Clerk pension (employer and employee contribution) 157.43
Tesco mobile Clerk mobile 7.50
EDGE IT Systems Ltd Annual payment for accounts system 470.40
ALCA Planning in plain english training course for Cllr Walter 40.00
DB Isaac & Partners Topping Park Field 108.00
Information Commissioner’s Office Annual return fee 35.00
Sprint Print & Design Town Hall Lecturn Sign 22.80
23.12.23 To NOTE the National Association of Local Councils pay award for 2023/24 and the back pay payable to the Clerk
The pay award and its contents were NOTED
24.12.23 To AGREE the localism contract from South Glos Council for the 2024/25 financial year
South Glos Council are proposing an increase of 4.19% for their grass cutting and bin emptying services. The new contract was AGREED and duly signed by the Chairman.
25.12.23 To NOTE the receipt of s106 monies from South Glos Council for the KGV pavilion project
£246,500.97 has been received from South Glos Council representing the capital element of the z106 funding for the pavilion project.
26.12.23 To CONSIDER a temporary overtime request from the Clerk
With the pavilion project requiring some extra hours, as well as the Town Hall refurbishment and the cemetery extension, the Clerk has recorded hours worked which have been in excess of the usual 24 hours per week. It was proposed, seconded and AGREED that the Clerk can put in an overtime claim for the extra hours worked and should provide a basic timesheet to detail them. Cllr Walter will research if there is an applicable overtime rate.
27.12.23 To CONSIDER a savings account with CCLA Investments
CCLA Investments are currently offering a savings rate of 5.2614% on their instant access Public Sector Deposit Bond. This account would be useful to enable the Parish Council to earn interest on excess funds and the Clerk will look into the procedure for opening an account.
ITEMS FOR THE NEXT AGENDA
28.12.23 To NOTE any items for inclusion on the following meeting agenda.
The grant request from Yate Heritage Centre will be deferred to the January meeting.
There being no further business the meeting was closed at 8.55pm.