The annual meeting of the above Council was held on Wednesday 7th May 2025, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Williams (Chaired meeting)
Councillor A Carroll
Councillor R Houghton
Councillor A Parris
Councillor B Walter
Councillor L Ford
Ward Councillor B Romaine
Apologies:
Councillor S Isaac
Councillor G Fielding
Ward Councillor A Rush
Clerk:
Sarah Quick, Parish Clerk
PUBLIC TIME
Simone from The Keepers in Wotton attended the meeting to talk about the outreach work that The Keepers are doing into the surrounding villages, to include Wickwar. 67% of those who attend the hub in Wotton are from Wotton and they are very aware of the issues with public transport that prevent people from being able to travel. As there is funding available to reach out to the local villages Simone will be talking to groups within the village to see what services people would like. The Parish Council will be very supportive of this work and will work closely with the Keepers and the new Village Agent once appointed.
AGENDA ITEMS
1.5.25 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.
2.5.25 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.
3.5.25 To RECEIVE the Declaration of Acceptance of Office forms from the newly elected Chairman and Vice Chairman
Both Councillors, having been nominated in their absence, will sign their Acceptance of Office forms at the next meeting.
4.5.25 To RECEIVE apologies for absence.
Cllrs Isaac and Fielding sent their apologies.
5.5.25 To NOTE and RECORD Declarations of Interests relevant to this meeting.
Cllrs Parris and Walter declared an interest as trustees of the Youth Club and did not take part in the discussion regarding the funding request. Cllr Williams declared an interest in item 18 and did not take part in the discussion.
6.5.25 To AGREE whether the minutes from the meeting of the Parish Council held on the 2nd of April 2025 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on the 2nd of April 2025 should be signed as an accurate record. The minutes were signed by the Chairman.
7.5.25 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
Nothing for this meeting.
8.5.25 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required.
9.5.25 To REVIEW and ADOPT terms of reference for Council committees and working groups
It was proposed, seconded and RESOLVED to adopt the terms of reference for the Staff Committee without changes.
The following membership of Council committees and working groups was proposed, seconded and RESOLVED.
Committee/ Working Group Representative(s)
Flooding Working Group/ Cllr Fielding, Cllr Houghton, Cllr Williams
Staff Committee/ Cllr Fielding, Cllr Carroll, Cllr Walter
The Clerk will draw up terms of reference for the new flooding working group.
10.5.25 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.
11.5.25 To REVIEW and AGREE Parish Council representation on external bodies and arrangements for reporting back
Wickwar Community Centre Management Committee Cllr Fielding: Report verbally to Full Council
Quarry Liaison Group Cllr Carroll: Report verbally to Full Council
Wickwar Youth Club Cllr Parris: Report verbally to Full Council
As the above quarry group relates to the Breedon quarry the Clerk will investigate whether a similar group exists for the Heidelberg quarry. In addition to this the Clerk will also investigate whether representation should be reinstated on Wickwar Wanderers Football Club Committee and also the Rag Lane Solar Farm.
PLANNING
12.5.25 Planning – For the Council to NOTE the following planning decisions & notices
12.1 P25/00074/F – 78 Station Road, Wickwar. Partial demolition of annexe, and erection of 1no. attached dwelling with rear terrace and associated works. Decision: Refusal
12.2 P25/00383/F – Granary Cottages Cowship Lane. Conversion of 4no. holiday lets into 2no. dwellings (Class C3), including new external windows and doors. Decision: Approve with conditions
12.3 P25/00478/HH – Evanswood House West End Wickwar. Installation of 3no. Electrical Vehicle (EV) charging upstands and 2no. wall mounted EV chargers. Decision: Approve with conditions
13.5.25 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
13.1 P25/00925/CLP – 68 High Street Wickwar. Installation of solar panels
Very little information is available on the SGC planning portal regarding the positioning of the solar panels so the Clerk will contact the case officer to obtain more information before a decision can be made.
Items for CONSIDERATON and DECISION
14.5.25 To CONSIDER instructing tree surveys at King George’s Field and Wickwar Cemetery
It was proposed, seconded and AGREED to instruct Phil Dye to undertake surveys of the trees at King George’s Field, Wickwar Cemetery and to include the stank trees. At a total cost of £950 plus VAT.
The Clerk will advise the PCC that the stank trees have been included.
15.5.25 To CONSIDER a revised quotation for security gates and fencing at the rear of the King George’s Field pavilion.
At the Council’s February meeting it was resolved to use Geoff Tuck to fabricate posts etc. to fix the old security gates to each side of the rear of the pavilion to prevent access. Unfortunately two of the three old gates were stolen and so Geoff has provided a revised quote to use a piece of the green playground fencing and fabricate a surround for the remaining gate. It was proposed, seconded and AGREED to accept the revised quote of £1,125 plus VAT.
16.5.25 To GIVE PERMISSION to Wickwar Wanderers to rotate the main pitch at King George’s Field in line with league requirements.
Congratulations were passed on to Wickwar Wanderers senior team for their achievement of winning the league this season. In line with the new league requirements it was AGREED that the pitch can be rotated for next season. The current pitch is 91 metres long and needs to be 100m. The rotation does leave flexibility for smaller pitches on the field to accommodate younger players matches and new rollout goals mean that they will only be up for matches. There has been no contact from the interested cricket club since December 2023 regarding bringing cricket back to Wickwar.
17.5.25 To CONFIRM arrangements for insurance cover in respect of all insurable risks
The renewal quotation from the insurer does not appear to reflect the 3-year LTU which was agreed last year. The Clerk is therefore querying this figure and will report back to the next meeting.
18.5.25 To CONSIDER quotations for the required archaeological evaluation of Park Field as part of the cemetery extension project
Following a review of three quotations obtained it was proposed, seconded and AGREED to accept the quotation from Churchill Archaeology of £6,970 plus VAT.
19.5.25 To CONSIDER a response to the South Glos consultation regarding the removal of the village’s pay phone
Figures provided detail that there were only 8 calls made from the pay phone in the past 12 months. Councillors do not object to the removal of the phone but, as the phone box itself is listed, the Clerk is to enquire as to who’s responsibility it will be to ensure that the phone box is maintained in the future.
20.5.25 To replace the urn at the KGV pavilion with two kettles and AGREE to purchase a baby changing table and safety gate for the kitchen entrance
Councillors wish to explore the options of a wall mounted hot water dispenser and a stand for the existing urn. The Clerk will provide a detailed cost estimate for the next meeting.
21.5.25 To CONSIDER expressions of interest for the Councillor vacancy
The Councillor vacancy has been advertised by South Glos, on the noticeboard and in the Parish News but the Clerk has had no contact from interested parties apart from a previous Councillor who expressed an interest in returning to the role.
REPORTS
22.5.25 To RECEIVE a report from the Ward Councillors
Ward Councillor Romaine reported that, due to the Mayoral election period, there has been little activity within South Glos Council. Cllr Romaine is hoping for an early meeting with the new WECA Mayor in order to discuss the public transport issues that remain since the axing of the 84/85 bus service.
Councillors raised the poor state the Wickwar Road around the quarry turning and Cllr Romaine will follow this up with South Glos officers. The far end of Mapleridge Lane also appears to be collapsing.
23.5.25 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
23.1.5.25 King George’s Field
No issues to report.
23.2.5.25 Wickwar Community Centre
The most recent set of accounts were provided showing a small increase in income overall with a very small loss compared to the previous year.
23.3.5.25 Wickwar Town Hall
Breedon quarry have confirmed that they will award the Parish Council a grant for the full amount of the disabled access ramp that is needed for the new entrance. The Clerk will go ahead and order the ramp.
A new jigsaw puzzle group met at the end of April, using the new downstairs room. The meeting went well and the group intends to get together on the last Thursday evening of every month.
23.4.5.25 Wickwar Cemetery
See minute 18.5.25 regarding the cemetery extension.
23.5.5.25 Wickwar Youth Club
There is still an issue with someone climbing onto the roof and causing damage. So far anti-climb paint has not deterred them. Further CCTV and training is being considered.
The new Youth Worker in Charge is able to now work all 3 evenings, meaning less cover from the trustees is needed.
24.5.25 To receive an update from the Flooding Working Group
Cllr Williams has met with Wessex Water at the stank where they have looked at the sewerage pipe which is restricting flow in the culvert. Remedial work is due to take place shortly to repair a collapsed drain.
The flood management team at South Glos Council have been very slow to respond to many queries and Ward Cllr Romaine has agreed to follow these up.
ITEMS FOR INFORMATION ONLY
25.5.25 To RECEIVE the April play equipment inspection from ROSPA and the April assets inspection (circulated)
The inspections were duly noted. ROSPA have completed their annual inspection of the play equipment and only very minor items such as cap covers are required which the Clerk will schedule.
26.5.25 To RECEIVE the register of correspondence received.
• Nothing for this meeting.
REQUESTS FOR FINANCIAL ASSISTANCE
27.5.25 Wickwar Youth Centre
It was proposed, seconded and AGREED to provide an increased grant of £4,000 to Wickwar Youth Centre to help to cover their annual running costs.
BURIAL MATTERS
28.5.25 To NOTE the ashes interment of Maurice Lamplugh into plot 36A at Wickwar Cemetery
The interment was duly noted.
FINANCE
29.5.25 To NOTE the monthly bank reconciliations for March 2025. Chairman to sign as a true record. (Circulated)
Bank reconciliations for all accounts as at the 31st of March 2025 were noted and signed by the Chairman
30.5.25 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 598.72
Staff salaries April salaries 1895.58
Sarah Quick April expenses (ink, paper, key cutting, Town Hall bin) 75.17
BT April broadband 28.46
NEST Clerk pension (employer and employee contribution) 116.06
Tesco mobile Clerk mobile 7.50
Octopus Energy Town Hall April 45.46
Octopus Energy Pavilion April 52.53
PWLB Loan repayment 1001.60
ROSPA Annual playground inspection 148.80
Amanda Isaac Provision of tea and cake at Pavilion open afternoon 50.00
EDGE IT Systems Ltd End of year bronze package 48.00
Hathaway Gardenscapes Ltd Grass cutting contract, cemetery and KGV 586.50
Cloud Next Limited Annual renewal of website hosting 119.98
The Little Avon Club Grant agreed at April meeting 250.00
31.5.25 To REVIEW the bank account mandates
Signatories on the Unity Trust account are Councillors Isaac, Carroll and Houghton.
Signatories on the Redwood account are Councillors Isaac and Carroll.
The Clerk has the authority to view accounts and set up payments but not to approve them and can transfer monies from the Redwood account but only to the Unity current account.
The following direct debits are set up and were APPROVED to continue:
Direct Debit/ Frequency/ End Date/ Amount
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 2026 Variable based on usage
Octopus Energy (Town Hall) Monthly Fixed contract until October 2026 Variable based on usage
Tesco Mobile (Clerk’s phone) Monthly Rolling monthly contract from £7.50 with unlimited calls
BT Broadband Monthly £28.46
NEST pensions (Clerk’s pension) Monthly No end date Confidential
South Gloucestershire Council (Business Rates for pavilion) June, July and August No end date £149.70
Public Works Loan Board (loan for WPFA field)01 May, 01 November (£9,600 remains) £1035.20
ICO (Information Commissioners Office) registration Annually No end date £35
32.5.25 To REVIEW the Council’s and/or staff subscriptions to other bodies (See Agenda Report)
• ALCA (Avon Local Councils Association including NALC)
• GPFA (Gloucestershire Playing Fields Association)
• ICCM (Institute of Cemetery and Crematorium Management)
All subscriptions to remain in place
33.5.25 To REVIEW the Council’s expenditure incurred under s.137 of the Local Government Act 1972 for the financial year 2024/25 and to NOTE the s.137 limit for 2025/26 (See Agenda Report)
The Parish Council spent £7,370.00 on section 137 transactions for the 2024/25 financial year. Against a limit of £9,696.57.
The limit for 2025/26 has been set at £11.10 per council tax base. For Wickwar this will be 903 therefore a total of £10,023.30.
34.5.25 To REVIEW the Council’s expenditure of CIL (Community Infrastructure Levy) for the financial year 2024/25 and note the amount of unspent CIL (See Agenda Report)
CIL spending for the financial year 2024/25 was a total of £42,059.57 leaving a remainder of £3,934.05, which has been earmarked to complete the security gates at the rear of the pavilion and also the archaeological surveys of Park Field.
ITEMS FOR THE NEXT AGENDA
35.5.25 To NOTE any items for inclusion on the following meeting agenda.
There being no further business the meeting was closed at 9.30pm.