Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Wednesday 4th September 2024, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac (Chairman upon arrival at 8.15pm)
Councillor G Fielding (Chairman until Cllr Isaac’s arrival)
Councillor A Carroll
Councillor J Jones
Councillor R Houghton
Councillor A Parris
Councillor B Walter
Councillor L Ford
Ward Councillor A Rush
Apologies:
Councillor S Williams
Ward Councillor B Romaine
Clerk:
Sarah Quick, Parish Clerk
Public time
Organisers of the upcoming Fundraising for Ukraine day attended to give an update. Their plans are coming along well with much support from villagers which they are grateful for. 80 tickets have been sold for the evening concert at Holy Trinity Church and people are advised to buy their tickets in advance so that numbers can be catered for and as the event may sell out. A request was made for a representative from the Parish Council to speak at the event and, with both the Chairman and Vice Chairman unable to attend, Cllr Walter agreed to take on the role.
Cllr Houghton gave an update that the Tyndale Reach management company is now solely run by residents. They are looking into many areas that have not been properly finished, in particular the pond area which they believe does not comply with the original planning permission. Cllr Houghton will follow this up with the help of Ward Cllr Rush along with determining responsibility for the hedges and verges at the front of the development.
A parishioner raised how great the hanging baskets have looked in Wotton and Chipping Sodbury this year. Ward Cllr Rush informed the Council that Chipping Sodbury’s baskets come at great expense and therefore this may be the last year that they are in place. It was agreed that next year’s baskets on the Town Hall will be larger, and Cllr Carroll will investigate how the plants could be fed throughout the summer.
Works have finally started on the traffic management scheme with the zebra crossing being installed at the top of Amberley Way. These works have taken several weeks and the Clerk has queried the schedule with South Glos Council. The South Glos officer confirmed that the works will be continuing for several weeks more but will include a full resurfacing of the High Street which Councillors welcomed as long overdue. The Clerk will continue to follow up, especially with regard to the village sign and potential new gates.
Cllr Isaac reported some fly tipping on Frith Lane which will be reported to South Glos.
AGENDA ITEMS
1.9.24 To RECEIVE apologies for absence.
Cllr Williams and Ward Cllr Romaine sent their apologies.
2.9.24 To NOTE and RECORD Declarations of Interests relevant to this meeting.
None for this meeting.
3.9.24 To AGREE whether the minutes from the meeting of the Parish Council held on the 3rd of July 2024 should be signed as an accurate record of the meetings.
It was RESOLVED that the minutes of the meeting held on the 3rd of July 2024 should be signed as an accurate record. The minutes were signed by the Chairman.
4.9.24 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
Nothing for this meeting.
5.9.24 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required.
PLANNING
6.9.24 Planning – For the Council to NOTE the following planning decisions & notices
The following planning decisions were noted:
6.1 P24/00883/F – Hall End Land And Barns Hall End. Storage of 1no static caravan and works to stabilise the entrance to the land to enable delivery of the caravan (Part retrospective).). Decision: Refusal
6.2 P24/01310/HH – 105 Inglestone Road Wickwar. Demolition of existing conservatory. Erection of single storey rear extension to form additional living accommodation. Decision: Approve with conditions
6.3 P24/01473/HH – 1 Kites Nest Cottage Bagstone Road Rangeworthy. Erection of two storey side extension to form additional living accommodation and Annexe ancillary to main dwelling. Installation of glass balustrade to facilitate creation of rear balcony. Demolition of existing garage and erection of replacement detached garage. Decision: Refusal
7.9.24 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
None for this meeting.
Items for CONSIDERATON and DECISION
8.9.24 To CONSIDER quotations to purchase chairs and tables for the Town Hall and Pavilion
Following research and a visit to an office furniture supplier in Bristol it was proposed, seconded and APPROVED to purchase 40 banqueting chairs and 10 modular tables for both the Town Hall and Pavilion. The chairs are second hand however are in very good condition and represent a large cost saving from buying new. The total cost for the furniture including delivery will be £1,715 plus VAT.
9.9.24 To NOTE the latest guidance from the Charity Commission for Charity Trustees
The updated guidance was NOTED.
10.9.24 To AGREE that the Town Hall can be used as part of Wickwar’s Fundraising for Ukraine Day on the 14th of September
Councillors remain supportive of the cause and agreed that the Town Hall can be used for the displays on the 14th. The Clerk will liase regarding handing over the key and anything else required.
11.9.24 To AGREE to purchase security shutters for the Pavilion building
Following incidents of vandalism and trespassing on the pavilion site over the summer it was agreed that it is necessary to install shutters on the new pavilion building. The new large bi-fold door requires an electric shutter increasing the cost somewhat however it was proposed, seconded and AGREED to accept the price from Method Construction of £9,355.72 plus VAT.
12.9.24 To AGREE that the bier can be loaned to the Beechwood Collection
Following the Town Hall downstairs room refurbishment the bier has needed a new home and a local collector has offered to house the bier as part of the Beechwood Collection locally. Councillors agreed to this loan and the Clerk will write to ensure that should anything change with the collection the Parish Council will be contacted.
13.9.24 To AGREE a budget for events to open the Town Hall and Pavilion for people to view the completed works
It was proposed, seconded and AGREED to set a budget for £150 to open the Town Hall on a Saturday morning for parishioners to come and have tea and cake and view the changes. The date and catering to be organised by the Clerk.
14.9.24 To CONSIDER the license for Wickwar Wanderers Football Club to use the King George’s Field pitches and pavilion for the 2024/25 season
The wording of the agreement has been revised slightly from previous years to incorporate the new pavilion facilities. This has been discussed with the football club Chairman. The revised wording was AGREED and the Clerk will arrange for the document to be signed.
15.9.24 To RECEIVE an update regarding the 84/85 bus service
Unfortunately, the campaign to save the 84/85 bus service was unsuccessful and the service ceased on the 31st of August. There is a now a new Y8 service which serves Wickwar to Yate and the surrounding South Glos villages, with 4 buses each day. A link to the new timetable has been placed on the Parish Council’s website. The WestLink on demand service has been changed to include Wotton-Under-Edge and KLB.
16.9.24 To CONSIDER solutions for repairs to the KGV play area tunnel where the wooden surround was vandalized.
Councillors were disappointed to hear of damage to the play tunnel. The Clerk has attempted to get quotes to fix however it is an awkward job. It was AGREED that the Clerk will speak to the wood yard and Wickwar’s Help Out Group to see if they will assist.
17.9.24 To AGREE a response to South Gloucestershire Council’s consultation on the Local Plan regulation 18
Ward Councillor Rush reported that for Wickwar the revised Local Plan represents little change. South Glos will say that they cannot help Bristol with their land supply also. The Clerk will respond that the Parish Council’s position has not changed from the original consultation.
18.9.24 To CONSIDER quotations for a new electricity contract
Following several alternative quotations via the Utility Aid platform it was proposed, seconded and AGREED to accept the renewal quotation from Octopus Energy to continue with them for another two years.
19.9.24 To AGREE to instruct a contractor to cut the King George’s Field hedges
Due to the very wet Spring the hedges were not cut and are very overgrown. Cllr Carroll will liase with Andy Williams to ensure that the hedges are cut as soon as possible this Autumn.
20.9.24 To CONSIDER a quotation to trim the ivy from the cemetery walls
Hathway Gardenscapes have quoted £40 plus VAT to trim back the ivy. This quote was proposed, seconded and ACCEPTED.
REPORTS
21.9.24 To RECEIVE reports from Ward Councillors
Following the Summer break there have not been any Council meetings to report on however Ward Councillor Rush was able to update the Parish Council on the revised Local Plan details.
22.9.24 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
22.1.9.24 King George’s Field
The Pavilion project has continued in earnest over the Summer months with site meetings and valuations taking place as agreed at July’s meeting.
The contractors have given a quotation of £1,760.00 plus VAT to landscape the area around the building to include 20 tonnes of topsoil and grass seed. It was proposed, seconded and AGREED to accept this quotation in order that the works can be completed quickly and seamlessly.
22.2.9.24 Wickwar Community Centre
Nothing to report at this meeting.
22.3.9.24 Wickwar Town Hall
Items covered in other minutes.
22.4.9.24 Wickwar Cemetery
The geographical surveys have now been completed and showed nothing of note. The Clerk to discuss with Cllr Williams next steps re trial trenching.
Park Field may need another cut before the end of the season as it was cut to facilitate the surveys. Clls Carroll and Isaac to monitor.
22.5.9.24 Wickwar Youth Club
During the Summer break the trustees are pleased to have recruited two new assistant youth workers. From this academic year the club is moving towards a new way to manage the large numbers of Juniors by having year 6 on a Monday evening and years 7 and 8 on a Tuesday. This will hopefully enable the young people to keep attending with their friendship groups.
ITEMS FOR INFORMATION ONLY
23.9.24 To RECEIVE the play equipment and assets inspection for July and August (circulated)
The inspections were noted.
24.9.24 To RECEIVE the register of correspondence received.
Nothing for this meeting not covered elsewhere.
REQUESTS FOR FINANCIAL ASSISTANCE
25.9.24 Fundraising for Ukraine Day in Wickwar
The Parish Council did not receive a small grant application form therefore was unable to make a donation, however Councillors and the Clerk are very supportive of the cause and agreed to purchase lollies and sweets for the fundraising day themselves.
26.9.24 Wickwar Wanderers Football Club for materials for pavilion benching
No grant application form had been received therefore a decision was postponed.
BURIAL MATTERS
27.9.24 To review the memorial regulations
Following a request from a parishioner Councillors revisited the requirement for upright memorial stones on cremation plots. It was agreed that the regulations should stay as they are as the requirements make for easier maintenance and tidiness. Different styles and sizes of upright stones are permitted.
The regulations will be revisited again when the cemetery extension opens and other options can be considered.
FINANCE
28.9.24 To NOTE the monthly bank reconciliations for June and July 2024. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as of 30th June and 31st of July 2024 were NOTED and signed by the Chairman as a true record
29.9.24 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 August PAYE 553.21
Staff salaries August salaries 1820.10
Sarah Quick August expenses – printer ink plus mileage to look for furniture 29.99
Angie Carroll August expenses – photobook from HRH visit 52.35
BT Town Hall broadband 28.46
NEST Clerk pension (employer and employee contribution) 113.05
Tesco mobile Clerk mobile 8.60
Tesco mobile Clerk mobile 7.50
Octopus Energy Town Hall July 59.13
Octopus Energy Pavilion July 34.71
Hathaway Gardenscapes Ltd August grass cutting at play area and cemetery 586.50
SUMO Services Ltd Geographical surveys of Park Field relating to the cemetery extension 3660.00
DB Isaac & Partners Topping of Park Field 96.00
Green Community Travel Ltd Grant agreed at July meeting 252.00
The PCC of Wickwar CIL grant agreed at July meeting 2500.00
Tony Gardner Property Maintenance Drilling holes in play equipment and replace signs 30.00
Paid between meetings using clerk’s delegated powers (no meeting in August):
HMRC July PAYE 547.43
Staff salaries July salaries 1809.89
Sarah Quick July expenses – printer ink 11.99
Hathaway Gardenscapes Ltd July grass cutting at play area and cemetery 586.50
Tony Gardner Property Maintenance Fitting of toilet paper and towel holders and baby change at Town Hall plus bench plaques 64.00
Active Electrical EICR inspection at Town Hall 270.00
South Gloucestershire Council Localism charges for April – June 2024 1381.97
Eyelid Productions Ltd Annual website support 100.00
BT Town hall broadband 28.46
Octopus Energy Town Hall June 39.18
Octopus Energy Pavilion June 29.19
Tesco Mobile Clerk mobile phone 8.60
NEST Clerk pension 112.04
Water Business Park Field trough February – July 2024 33.79
Water Business Town Hall and Pavilion water and sewage February – July 2024 189.05
Method Construction Valuation 4 (£45,801.78 plus VAT) 54962.14
Method Construction Valuation 5 (£57,356.90 plus VAT) 68828.28
30.9.24 To AGREE to transfer funds from Redwood bank
With VAT refunds and the final s106 payment due but not yet received a transfer from Redwood Bank of £48,000 was agreed to ease cashflow during the final stages of the pavilion project.
31.9.24 To NOTE the latest financial position regarding the pavilion project and agree to purchase sundries such as toilet paper and hand towels
The pavilion project remains within the original agreed budget with some agreed exceptions such as the shutters and the extra outside paving. A full report was presented to Council and a further report will follow once the project is completed.
It was proposed, seconded and AGREED to set a budget of £250 for the purchase of sundries such as toilet paper and hand towel holders and bins for each of the 7 pavilion toilets.
The Clerk to investigate the possibility of a bank card with Unity Bank for such items in the future.
ITEMS FOR THE NEXT AGENDA
32.9.24 To NOTE any items for inclusion on the following meeting agenda.
There being no further business the meeting was closed at 9.20pm.