Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Wednesday 2nd October 2024, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac
Councillor G Fielding
Councillor A Carroll
Councillor R Houghton
Councillor A Parris
Councillor L Ford
Councillor S Williams
Ward Councillor B Romaine
Apologies:
Councillor J Jones
Councillor B Walter
Ward Councillor A Rush
Clerk:
Sarah Quick, Parish Clerk
Public time
Parishioners attended to discuss the new 20mph signs and their location through the village. Ward Cllr Romaine will check with South Glos Highways that full consideration has been given to their location and if people will speed when moving away from the 20mph signs.
Residents from Station Road attended as several properties were flooded following the recent heavy rain. It is thought that the culvert system may be blocked and that the situation has been worse since recent works on the Downs Road. Ward Cllr Romaine will follow up with South Glos on the resident’s behalf and report back.
Members of WEAG also attended to update the Council on the LNAP progress. The LNAP has three strategies, the first being to identify and protect areas of special interest within the Parish. Contact with landowners continues along with bat and tree activities.
The second strategy is to enhance nature within the village. The Good Front Garden Awards and High Street Tree Planting are great examples of this and have been well received, the High Street Tree Planting scheme winning a South Glos award. Pond kits have also been given to children at the primary school.
Finally the third strategy is community engagement. Bat and swift walks have been organised, WEAG volunteers have restored Shaun’s Garden at the school and are working with South Glos on a programme of bulb planting which everyone can get involved in.
Cllr Houghton mentioned the issues on Tyndale Reach, particularly at the rear, and the directors will liase with WEAG to find solutions.
A report was received on the overweight lorries. There has been a reduction in recent months but this could have been down to delays caused by the High Street roadworks. Breedon quarry has been very supportive and will ban offenders from working at Wickwar quarry. Problems still persist with a permanent solution as the Police are reluctant to enforce the weight limit. This is not helped by a lack of resources and officers’ sickness and absence.
AGENDA ITEMS
1.10.24 To RECEIVE apologies for absence.
Cllrs Jones and Walter sent their apologies along with Ward Cllr Rush
2.10.24 To NOTE and RECORD Declarations of Interests relevant to this meeting.
Cllr Fielding did not take part in discussions regarding invoicing and giving a grant to the PCC of Wickwar due to his membership of that committee.
3.10.24 To AGREE whether the minutes from the meeting of the Parish Council held on the 4th of September 2024 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on the 4th of September 2024 should be signed as an accurate record. The minutes were signed by the Chairman.
4.10.24 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
Nothing for this meeting.
5.10.24 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required.
PLANNING
6.10.24 Planning – For the Council to NOTE the following planning decisions & notices
The following planning decisions were noted:
6.1 P24/01893/TRE – Land At Station Road Wickwar. Works to fell 1no. Scots pine covered by TPO0313 dated 24/07/2009. Decision: Approve with conditions
6.2 P24/01630/HH – The Old School House 1 – 3 Station Road Wickwar. Erection of a rear conservatory. Decision: Approve with conditions
7.10.24 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
None for this meeting.
Items for CONSIDERATON and DECISION
8.10.24 To AGREE to book a place on upcoming Budgeting training for the Clerk
With a cost of £35 it was proposed, seconded and AGREED for the Clerk to attend the Budgeting training session.
9.10.24 To AGREE to invoice the PCC of Wickwar for Town Hall working
Running costs for the Town Hall were reviewed for the period from March to August 2024 and it was proposed, seconded and AGREED to invoice the PCC of Wickwar for the sum of £130.
10.10.24 To CONSIDER running a defibrillator training session at the Town Hall
Following the installation of the latest two defibrillators, South West Ambulance Service offer a free defib training session. The Clerk will liase with their representative to book a date in November to run a session at the Town Hall.
11.10.24 To AGREE the purchase of a poppy wreath for the Remembrance service
It was proposed, seconded and AGREED to purchase a poppy wreath from the Royal British Legion at a cost of £24.99 plus delivery of £3.99.
12.10.24 To CONSIDER the drainage situation at the King George’s Field pavilion
A drainage survey has taken place at the pavilion site showing the approximate location and state of the sceptic tank. The tank showed as almost full, therefore the building contractors will obtain quotes for having it emptied and to also locate the manhole cover.
The survey also showed that the pipe between the building and the inspection chamber is not smooth running therefore quotations will be obtained to line the pipe as this is the simplest solution.
None of the above impact on the building being used.
REPORTS
13.10.24 To RECEIVE reports from Ward Councillors
Ward Councillor Romaine updated the Parish Council that there has still not been a full Council meeting within South Glos. An update has been released on proposed car parking charges which will be introduced from next year.
A case has now been opened with planning enforcement relating to a property in Back Lane.
Ward Cllr Romaine also reported that the South Glos local plan has still not been finalised, mostly due to the increased housing targets needing to be incorporated.
14.10.24 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
14.1.10.24 King George’s Field
Wickwar’s Help Out Group have completed repairs to the play area tunnel. The Parish Council wishes to thank the group of volunteers and also thank Country Style Supplies for cutting the wood free of charge.
The tables and chairs ordered for the pavilion and town hall have arrived and the Clerk and Cllr Carroll have built several of the tables. Unfortunately some of the pieces didn’t attach correctly and a table top arrived without the pre-drilled holes so the Clerk will follow up with the supplier.
Sundries were purchased for the pavilion toilets however extra dispensers are required along with toilet brushes and a doormat therefore an extra budget of £75 was proposed, seconded and AGREED.
Finally, the changing room benching was discussed where the wood has been left in an untreated state as per the contractor’s original quotation. The Clerk will investigate options for treating the wood.
14.2.10.24 Wickwar Community Centre
A new secretary is required for the Community Centre committee.
14.3.10.24 Wickwar Town Hall
A date was set of Saturday the 16th of November for the Town Hall open morning to enable members of the public to view the refurbished downstairs room. Tea and cake to be provided free or charge for which a budget has already been agreed at last meeting.
14.4.10.24 Wickwar Cemetery
Following the recent geographical surveys some trial trenching will be required. Cllr Williams will liase with the South Glos Council planning department to determine their requirements.
14.5.10.23 Wickwar Youth Club
Further issues have been experienced with leaks from the roof. This has not been helped by trespassers up on the roof. The costs of maintaining the building are a real worry for the trustees as the building ages. The Parish Council has been asked to consider a larger donation in the next financial year, this will be considered when the budget is set.
The Youth Leader in Charge has resigned from the post along with the Wednesday Youth Leader giving two more vacancies to fill. The posts have been advertised.
ITEMS FOR INFORMATION ONLY
15.10.24 To RECEIVE the play equipment and assets inspection for September (circulated)
The inspections were noted.
16.10.24 To RECEIVE the register of correspondence received.
• A letter of thanks was received from the Brightwell Centre who have been able to add an extra session.
• A further letter of thanks was received from the Ukraine Fundraising Team who also reported on the success of the day in September
• Correspondence has been received from South Gloucestershire Council about a consultation on post 16 transport to school for young people with SEN plans. Councillors agreed to respond as individuals, particularly those with direct experience.
REQUESTS FOR FINANCIAL ASSISTANCE
17.10.24 WEAG for the purchase of a hedge cutter
It was proposed, seconded and APPROVED to give £284.99 to WEAG to assist with the purchase of a battery operated hedge trimmer to assist with footpath clearing. The WEAG team were thanked for their work to maintain footpaths around the village.
18.10.24 Uaid Foundation for Ukraine
In the absence of a completed grant application form the Council wasn’t able to make a donation however the Chairman personally donated to provide sweets and lollies for the fundraising day and other Councillors and the Clerk attended on the day to purchase items and make a donation.
19.10.24 The PCC of Wickwar for the upcoming fireworks display
It was proposed, seconded and APPROVED to give £500.00 to the PCC of Wickwar to assist with the costs of running the village firework display.
BURIAL MATTERS
20.10.24 To agree and sign ERB transfers for plots 28 and 61A at Wickwar Cemetery
The paperwork was reviewed and both ERB certificates were duly signed.
FINANCE
21.10.24 To NOTE the monthly bank reconciliations for August 2023. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as of 31st of August 2024 were NOTED and signed by the Chairman as a true record
22.10.24 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 September PAYE 254.82
Staff salaries September salaries 1990.59
Sarah Quick September expenses – printer ink, hand towel dispensers plus corner protectors, soap etc. for pavilion 157.44
BT Town Hall broadband 28.46
NEST Clerk pension (employer and employee contribution) 104.91
Tesco mobile Clerk mobile 7.50
Octopus Energy Pavilion September
Octopus Energy Town Hall September
Yate Supplies Bins, toilet roll and dispensers for pavilion 155.68
Miss F Quick Watering of Town Hall hanging baskets 15th May to 15th September 250.00
BDO LLP External Audit 2024 1008.00
EDGE IT Systems Ltd Temporary band increase from 3 to 4 160.80
Hathaway Gardescapes Ltd September grass cutting at play area and cemetery 586.50
Hathaway Gardescapes Ltd Ivy Trimming at the churchyard (agreed at September meeting) 48.00
Gazelle Office Furniture Ltd Tables and chairs for Town Hall and Pavilion 2058.00
Country Style Supplies Ltd Wood for replacement KGV play tunnel surround 110.14
PATA Payroll Payroll service July – September 77.10
The PCC of Wickwar Grant agreed for fireworks 500.00
Wickwar Environmental Action Group Grant agreed for hedge cutter 284.99
Paid between meetings using delegated powers:
Method Construction Valuation 6 (£33,103.88 plus VAT) 39724.66
23.10.24 To NOTE the final report from the external auditor including the invoice from BDO
The report was circulated and the contents noted. Due to the receipt of s106 monies the invoice from BDO is higher as calculated on income level.
24.10.24 To COMPLETE internal controls
Cllrs Parris and Ford completed a random check of the bank account and bank reconciliation, reviewing the corresponding supplier invoices.
ITEMS FOR THE NEXT AGENDA
25.10.24 To NOTE any items for inclusion on the following meeting agenda.
There being no further business the meeting was closed at 9pm.