A meeting of the above Council was held on Wednesday 5th June 2025, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac (Chairman)
Councillor A Carroll
Councillor R Houghton
Councillor B Walter
Councillor J Jones
Councillor A Parris
Ward Councillor A Rush
Ward Councillor B Romaine
Apologies:
Councillor G Fielding
Councillor L Ford
Councillor S Williams
Clerk:
Sarah Quick, Parish Clerk
Public time
A parishioner attended to ask for action regarding the potholes on the Wickwar Road around the Heidelberg Quarry entrance. Ward Cllr Rush was able to confirm that they will be repaired within the next few weeks.
It was raised that cars are beginning to park on the pavement outside Southend House where the double yellow lines have been recently removed but the road is narrow for cars passing. The Clerk will report this to our local PCSO.
Several parishioners also attended to discuss planning matters which are covered later in the minutes.
AGENDA ITEMS
1.6.25 To RECEIVE apologies for absence.
Cllrs Fielding, Ford and Williams sent their apologies
2.6.25 To NOTE and RECORD Declarations of Interests relevant to this meeting.
Cllr Isaac declared an interest in item number 7.4 and did not take part in discussions
3.6.25 To AGREE whether the minutes from the annual meeting of the Parish Council held on the 7th of May 2025 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on 7th May 2025 should be signed as an accurate record. The minutes were signed by the Chairman.
4.6.25 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
Nothing for this meeting
5.6.25 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required
PLANNING
6.6.25 Planning – For the Council to NOTE the following planning decisions & notices
The following planning decisions were noted:
6.1 P22/02019/F – Land Between Gravel Hill Road and Brinsham Lane Yate South Gloucestershire BS37 7BT. Decision: Refusal
6.2 P25/00259/F – 18 Cotswold View Wickwar. Change of use of ground floor to convenience store (Use Class E(a)) as defined in the Town and Country Planning (Use Classes) Order 1987 (as amended). Erection of a two storey rear extension to form additional retail space to ground floor and additional living accommodation to first floor. Decision: Refusal
7.6.24 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
7.1 P25/01091/F – Land On Frith Lane Wickwar. Erection of 1no dwelling and associated works. (Re-submission of P25/00045/F)
Resolved: As with previous applications it was resolved to object to the plans which are now larger than the previous application.
7.2 P25/01064/PIP – Land to the North of Tanhouse Lane. Permission in principle for the erection of 2no self-build dwellings
Resolved: No objection
7.3 P25/01125/TCA – 3 The Buthay Wickwar. Works to fell 1no Hawthorn Tree within Wickwar conservation area.
Resolved: No objection
7.4 P25/01238/PNGR – Building at Hall End Hall End Lane Wickwar. Prior notification of a change of use from agricultural to 1no. dwelling (Class C3) as defined in Part 3 Class Q of the Town and Country Planning (General Permitted Development) (England) Order 2015 to include operational development.
Resolved: Following discussions with the landowners it was resolved to recommend this application.
7.5 P25/00925/CLP – 68 High Street Wickwar. Installation of solar panels to rear roof slope
Resolved: It was resolved to support the installation of solar panels on the rear roof where they will not be visible from the High Street.
Items for CONSIDERATON and DECISION
8.6.25 To receive an update from and CONSIDER representation on the Rag Lane Solar Farm Community Liason Group
The Clerk attended a recent Teams meeting with the new contractors, Liberty Global. Plans are in hand for the construction phase and they are looking for input regarding provision for nature on the site. The Clerk to liase with WEAG and put them in touch with Liberty Global to work on this together.
9.6.25 To DISCUSS the situations re the Community Rooms and Village Hall committees
Long-standing members of both committees are standing down, meaning that new volunteers are desperately needed.
Cllr Isaac offered to Chair the Village Hall committee and the existing Treasurer will stay in post. It is hoped that a bookings secretary can be found.
The Community Rooms have a volunteer for Treasurer and further PC representation will be needed.
Both situations to be discussed at next meeting.
10.6.25 To Co-opt an applicant to the vacancy of Parish Councillor
As the only applicant Jason Jones was co-opted to the vacancy
11.6.25 To AGREE the charge to Wickwar Wanderers FC for the 2024/25 season
Following a review of the total costs in the region of £2,500 for running King George’s Field and the pavilion over the winter season it was proposed, seconded and AGREED to invoice Wickwar Wanderers Football Club £1300 for the season.
12.6.25 To CONSIDER the findings from the recent ROSPA play equipment inspection and AGREE to replace the roundabout bearings
The ROSPA report was duly noted, there is a small list of minor jobs to attend to and the Clerk will obtain quotations for the next meeting however the roundabout is beginning to wobble more with the bearings finally needing replacing. For this work it was proposed, seconded and AGREED to accept the quotation from Greenways Grounds Maintenance of £792.65.
13.6.25 To DISCUSS the hire fees for the Pavilion and Town Hall
The rate of £10 per hour for pavilion hire has been agreed, a day rate of £60 can also be agreed for longer bookings to allow time to set up and clear away. The Brownie group has requested access to the outside toilet if they are holding outdoor meetings at the field and this was also agreed.
At the moment no fees have been charged to the Jigsaw club or Community Hub Café for Town Hall hire as these groups are to be encouraged.
14.6.25 To CONFIRM arrangements for insurance cover in respect of all insurable risks
Following the Clerk’s query a reduction to the renewal quote has been agreed and it was therefore proposed, seconded and RESOLVED to accept the quotation from Clear Councils
15.6.25 To REVIEW the findings of the recent tree surveys at King George’s Field and Wickwar Cemetery
The surveys showed that all trees are healthy and there are no urgent works to attend to. Cllr Carroll and the Clerk will walk through with the reports to review the findings and will report back if any actions.
REPORTS
16.6.25 To RECEIVE a report from the Ward Councillors.
South Glos Council are moving towards Local Area Committees instead of Community Engagement Forums in an effort to encourage more participation. Wickwar will be in a Committee with Yate and Councillors emphasised that often rural areas have different issues to the towns.
South Glos Council are also opposing the proposal to close the Crown Post Office in Yate.
The introduction of parking charges in South Glos has caused much confusion, especially in Yate where only certain car parks are owned by South Glos and others by the shopping centre.
Adrian Rush has been appointed as the Vice-Chair of South Glos Council and was congratulated.
17.6.25 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
17.1.6.25 King George’s Field
Wickwar Wanderers have some new committee members, including a new Chairman.
Following costings for a wall mounted hot water boiler being very expensive and complicated to install it was proposed, seconded and AGREED to purchase two basic kettles for the kitchen at the pavilion.The Clerk will also obtain quotations to fit a baby changing station and child gate.
17.2.6.25 Wickwar Community Centre
See item 9 regarding committee members.
17.3.6.25 Wickwar Town Hall
Hanging baskets are up and are looking good already. Watering is in hand.
The new Jigsaw puzzle club has met twice now and the Community Hub Café continues to be well supported.
This weekend sees the “Wickwar in the Past” exhibition and the Clerk and Cllr Carroll will ensure to promote it on the website and Facebook pages.
17.4.6.25 Wickwar Cemetery
We still await completion of the survey and submission of the report.
17.5.6.25 Wickwar Youth Club
The Youth Club trustees are grateful to the Parish Council for the grant agreed at last month’s meeting. There continues to be damage to the building, this time the CCTV cameras have been removed and broken. Cllr Parris is attending a training course in order to be able to view the CCTV footage.
18.5.25 To receive an update from the Flooding Working Group
The investigative work on the stank by Wessex Water has now taken place and a new manhole cover installed. The flood management team at South Glos Council have been unresponsive and will be chased up again.
ITEMS FOR INFORMATION ONLY
19.6.25 To RECEIVE the play equipment inspection for May (circulated)
The inspection was noted.
20.6.25 To RECEIVE the register of correspondence received
• An email from the South Glos Food Partnership was reviewed. Without a shop to buy food Wickwar is classed as vulnerable. The Parish Council awaits to see if the Food Partnership comes up with any solutions.
• A letter of thanks was received from The Brightwell Centre following the Council’s donation last year.
REQUESTS FOR FINANCIAL ASSISTANCE
21.6.25 WEAG for plants and compost for the village planter
It was proposed, seconded and AGREED to give a grant of £86.55 to WEAG to purchase the items needed.
22.6.25 WOOSC for summer holiday club activities
It was proposed, seconded and AGREED to award a grant of £400 to WOOSC to help with the costs of their summer holiday activities.
BURIAL MATTERS
23.6.25 To note the burial of Kathryn Biggadike into plot 39A at Wickwar Cemetery
The burial was duly noted.
Finance
24.6.25 To NOTE the monthly bank reconciliation for April 2025. Chairman to sign as a true record. (Circulated)
Bank reconciliations for all accounts as of the 30th April 2025 were reviewed and signed by the Chairman.
25.6.25 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 May PAYE 612.03
Staff salaries May salaries 1915.61
Sarah Quick May expenses – key cutting, lightbulb, bin for Town Hall, printer ink 48.57
Octopus Energy Town Hall May 45.91
Octopus Energy Pavilion May 47.02
BT May broadband 31.37
Tesco mobile Clerk mobile 7.50
NEST Clerk pension (employer and employee contribution) 118.16
Hathaways Gardenscapes Ltd Grass cutting per contract 586.50
Anthony Jay Internal Audit 2024/25 150.00
Wotton Tree Consultancy Tree surveys at KGV, Cemetery and Stank 1140.00
South Glos Council Localism charges April – June 1487.99
George Osmond Nursery Hanging baskets for the Town Hall 112.00
Active Electrical PAT testing at Town Hall and Pavilion 156.00
SK Cleaning and Housekeeping Pavilion clean (3 hours at £17ph) 51.00
South Glos Council Pavilion rates 63.53
The Ramp Factory Disabled access ramp for the Town Hall (to be covered by grant from Breedon Quarry) 889.20
Wickwar Youth Centre Grant agreed at May meeting 4000.00
WEAG Grant agreed at June meeting 86.55
Paid between meetings using delegated powers:
Clear Councils Ltd Annual insurance premium (queried at renewal and reduction given) 2376.45
26.6.25 To REVIEW and APPROVE the end of year accounts for 2024/25.
The end of year accounts for the financial year 2024/25 were duly noted
27.6.25 To CONSIDER the Council’s reserves position at the end of the 24/25 financial year to include earmarked reserves
As at the 31st of March 2025 the Parish Council’s reserves position was as follows:
General reserve £50,579.37
Play area improvements £9,337.40
Cemetery extension £10,000
Burial Ground wall repair fund £2,270
Remaining CIL monies £3,935.05
Total £76,120.82
28.6.25 To CONSIDER and APPROVE the Annual Internal Audit Report and report from the Internal Auditor for 2024/25. (Circulated)
The contents of the internal auditor’s report were noted
29.6.25 To REVIEW and APPROVE the Annual Governance Statement for the year 2024/25 (Section 1). Chairman to sign.
The Annual Governance Statement was approved and duly signed by the Chairman
30.6.24 To REVIEW and APPROVE the Accounting Statement for 2024/25. (Section 2). Chairman and Clerk to sign.
The Accounting Statement was approved and duly signed by the Chairman and Clerk
31.6.25 To REVIEW and APPROVE supporting documentation to be supplied to the external auditor – (i) explanation of variances and (ii) explanation for NO responses.The supporting documentation was viewed and duly noted
32.6.25 To NOTE the dates of the Notice of Public Rights
The dates of the Notice of Public Rights were duly noted and the Clerk will post on the Town Hall noticeboard and on the website.
33.6.25 To COMPLETE internal controls
Cllr Parris completed a random check of the bank accounts and bank reconciliations, reviewing the corresponding supplier invoices.
34.6.25 To CONFIRM that there is no conflict of interest regarding the Council’s external auditors BDO
Councillors confirmed that they have no conflict of interest regarding the appointment of BDO to undertake the Council’s external audit.
Items for the next agenda
35.6.25 To NOTE any items for inclusion on the following meeting agenda.
There being no further business the meeting was closed at 9.00pm.