Wickwar Parish Council
Meeting of the Parish Council – Minutes
The annual meeting of the above Council was held on Wednesday 1st May 2024, at the Town Hall commencing at 7.00pm.
Attended:
Councillor G Fielding (Chaired meeting)
Councillor A Carroll
Councillor J Jones
Councillor R Houghton
Councillor A Parris
Councillor L Ford
Councillor S Williams
Ward Councillor B Romaine
Apologies:
Councillor S Isaac
Councillor B Walter
Ward Councillor A Rush
Clerk:
Sarah Quick, Parish Clerk
Public time
Two parishioners attended to discuss the overweight lorries and their recording. Sadly, April 2024 was one of the worst months on record, with 3104 recorded. It is thought that much of the traffic probably relates to the large amount of building at Ladden Garden Village in Yate and the Clerk will contact the site management there to request they circulate information about the weight limit in Wickwar. A number of meetings have taken place with the Police and Crime Commissioner and Ward Councillor Romaine however no decision has yet been made around AMPR cameras and if they are a possibility. Following the election on the 2nd of May we may have a new Police and Crime Commissioner. The campaign will continue, and thanks were once again expressed to the individual who monitors and compiles the lorry statistics, writing to the companies involved.
This led to further discussion about the potholes, in particular on the High Street. As detailed later in the minutes, the Clerk is now in touch with an engineer at South Glos Council regarding the Wickwar Scheme and it’s implementation, part of which will hopefully include some proper resurfacing work. In the meantime, parishioners are advised to use the South Glos Council “report it” service and can also send examples to Ward Councillor Romaine.
Another individual raised the Neighbourhood Watch signage and whether it should remain up as there has not been a Neighbourhood Watch in Wickwar for more than a year. The Clerk will contact our local Police Officers to check the position.
AGENDA ITEMS
1.5.24 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.
2.5.24 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.
3.5.24 To RECEIVE the Declaration of Acceptance of Office forms from the newly elected Chairman and Vice Chairman
Cllr Fielding’s Declaration of Acceptance of Office form was signed and witnessed by the clerk. Cllr Isaac, having been nominated in his absence, will sign his Chairman’s Acceptance of Office form at the next meeting.
4.5.24 To RECEIVE apologies for absence.
Cllrs Isaac and Walter sent their apologies along with Ward Cllr Rush.
5.5.24 To NOTE and RECORD Declarations of Interests relevant to this meeting.
Cllr Parris declared an interest as a trustee of the Youth Club and did not take part in the discussion regarding the funding request.
6.5.24 To AGREE whether the minutes from the meeting of the Parish Council held on the 3rd of April 2024 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on the 3rd of April 2024 should be signed as an accurate record. The minutes were signed by the Chairman.
7.5.24 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
The Clerk reported that the South Glos Parish Maintenance Team have now visited Wickwar and completed most of the requested jobs. Included was the cutting of the verges alongside the Bellway estate however future maintenance of these is still not agreed. Cllr Houghton to continue to pursue this with the Bellway maintenance company.
8.5.24 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required.
9.5.24 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 Council committees and working groups (Staff Committee and Section 106 and CIL Working Group) without changes.
The following membership of Council committees and working groups was proposed, seconded and RESOLVED.
Committee/ Working Group Representative(s)
Staff Committee: Cllr Fielding/Cllr Carroll/Cllr Walter
The majority of CIL monies have now been spent or allocated therefore a separate working group should no longer be necessary.
10.5.24 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. A new vexatious requests policy was also adopted.
11.5.24 To REVIEW and AGREE Parish Council representation on external bodies and arrangements for reporting back
Wickwar Community Centre Management Committee Cllrs Fielding and Jones
Report verbally to Full Council
Quarry Liaison Group Cllr Fielding
Report verbally to Full Council
Wickwar Youth Club Cllr Parris
Report verbally to Full Council
PLANNING
12.5.24 Planning – For the Council to NOTE the following planning decisions & notices
None to note at this meeting.
13.5.24 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
13.1 P24/00898/HH – 61 Inglestone Road Wickwar. Erection of two storey and single storey rear extension and first floor extension over existing garage to form additional living accommodation
Resolved: No objection
13.2 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
Resolved: Objection. Concerns to be raised around the site being inappropriate for the siting of a static caravan. Both the access and the grounds are unsuitable and in visual amenity terms the caravan would not be in keeping. Several previous developments have been refused at this site.
Items for CONSIDERATON and DECISION
14.5.24 To CONSIDER a donation from the AHS Turret Clock Group following their visit to the Town Hall clock
Cllr Carroll attended to facilitate the visit from the AHS Turret Clock Group on Saturday the 27th of April and reported that the visit went very well with the visitors confirming the historial significance of the clock, it being the only one of its kind remaining in the UK. The group wished to make a donation of £100 to the Parish Council and the money will be used towards the servicing and upkeep of the clock. The Clerk will write to thank the group for their interest and for their kind donation.
15.5.24 To AGREE the next steps regarding an archaeological survey ahead of the cemetery extension
Following the pre-planning process it has been suggested by South Glos Council that an archaeological survey will be required before planning permission would be granted for the cemetery extension. CDS have provided a quotation for the works however it was proposed, seconded and AGREED to obtain alternative quotations before going ahead with the work. The Clerk and Cllr Williams will obtain quotations and report back to the next meeting.
16.5.24 To DISCUSS the Wickwar Traffic Management Scheme and village sign.
In response to further recent emails engineers from South Gloucestershire Council have responded that, whilst the works remain a priority, budgets are tight and they will hopefully be scheduled for the school summer holidays. Councillors feel that a firm commitment is required and Ward Cllr Romaine has agreed to follow this up. The Clerk will also continue to follow up the issue of the village sign.
17.5.24 To CONFIRM arrangements for insurance cover in respect of all insurable risks
A renewal quotation of £2,069.62 has been received from the Council’s current insurer Clear Councils. This premium would be reduced to £1,960.64 if the Council commits to another 3-year Long Term Undertaking. Due to the pavilion works, and the complexity of a quote to include these, the Clerk has been unable to source alternative quotations until these works are over. However, the price from Clear Councils is considered fair and it was proposed, seconded and RESOLVED to accept the quotation from Clear Councils and proceed with the 3-year LTU to protect the Council from future cost increases.
REPORTS
18.5.24 To RECEIVE a report from the Ward Councillors
Ward Councillor Romaine reported that, due to the local election period, there has been little activity within South Glos Council. The consultations regarding green bin charges and booking slots for the Sort-It centres are still open for comment and parishioners are encouraged to take part in these.
Central government has provided extra funding for potholes that should be ring-fenced for that purpose. Cllr Romaine was again asked to follow up on the Wickwar High Street potholes which are becoming more of a danger with vehicles swerving to avoid them.
19.5.24 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
19.1.5.24 King George’s Field
Following appointment of a new contractor to complete the pavilion project a roofing contractor has surveyed the roof and recommended that the existing old felt is replaced as many sections of it have been open to the elements following the sudden ceasing of work when the previous contractor went into administration. During March and April the building has been exposed to a large amount of wind and rain. It was proposed, seconded and AGREED to follow the cheapest option, being to replace the felt and roof coverings but reuse the existing tiles on the rear of the building with new tiles to the more visible front. This will be at a cost of £4,440.53 plus VAT.
Method Construction have now taken over the site with a roofing contractor appointed, the windows and doors ordered and the larch cladding returning. Once the building is secure then other trades can begin work, and once the roof is complete then the scaffolding can come down and the perimeter fencing moved inwards.
19.2.5.24 Wickwar Community Centre
No issues currently.
19.3.5.24 Wickwar Town Hall
Work is almost complete on the downstairs refurbishment with just the decorating remaining. This is quite a big job due to the nature of the existing walls, the new ceiling and the newly plastered walls. This complexity has resulted in one contractor not wishing to quote for the works, so the Clerk has obtained two quotations. It was therefore proposed, seconded and AGREED to accept the quote of £1500 from Slavyan Petkov.
19.4.5.24 Wickwar Cemetery
See minute 15.5.24 regarding the cemetery extension.
19.5.5.24 Wickwar Youth Club
The trustees are awaiting funding decisions and have appointed two new staff members which is good news. 4 people have also expressed an interest in joining the trustees.
ITEMS FOR INFORMATION ONLY
20.5.24 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 minor repairs are required which the Clerk will schedule.
21.5.24 To RECEIVE the register of correspondence received.
• A parishioner contacted the Parish Council regarding use of the newspapers box at the Fox and Maple and parking a car when collecting. The Clerk will investigate whether an alternative site for the newspapers would be viable.
• A parishioner contacted the Parish Council regarding a security camera at Station Road and will be referred to the upcoming Police beat surgery on the 21st of May.
REQUESTS FOR FINANCIAL ASSISTANCE
22.5.24 Citizens Advice Bureau South Glos for their volunteer training programme
A grant was given to the Citizens Advice Bureau in March for 50% of their request. At the time they were advised to return during the next financial year however Councillors wish to wait until further into this financial year before committing more funds to the same organisation.
23.5.24 Wickwar Youth Centre
It was proposed, seconded and AGREED to provide a grant of £3,000 to Wickwar Youth Centre to help to cover their annual running costs.
BURIAL MATTERS
24.5.24 ERB transfer of plot 134 to Jean Clarke
The ERB transfer was duly noted and the certificate signed.
FINANCE
25.5.24 To NOTE the monthly bank reconciliations for March 2024. Chairman to sign as a true record. (Circulated)
Bank reconciliations for all accounts were noted and signed by the Chairman
26.5.24 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 March PAYE 589.66
Staff salaries March salaries 1879.57
Sarah Quick March expenses (printer ink) 11.99
BT March broadband 28.46
NEST Clerk pension (employer and employee contribution) 119.17
Tesco mobile Clerk mobile 7.50
Cloud Next Ltd gov.uk domain 132.00
ROSPA Annual play area inspection 146.40
ICCM Annual membership fee 100.00
UK Debt Management Office PWLB loan repayment 1035.20
GAPTC Internal audit fee 390.00
ALCA Annual subscription fee (includes NALC subscription) 616.96
Cumbria Clock Company Annual clock service 216.00
Hathaway Gardenscapes Ltd Grass cutting at play area and cemetery 586.50
The Brightwell Centre Grant agreed at April meeting 100.00
Method Construction Valuation 1 (£24,233.43 plus VAT) 29080.12
GM Wintle Building Town Hall downstairs refurbishment 20196.00
27.5.24 To REVIEW the bank account mandates
Signatories on the Unity Trust account are Councillors Isaac, Carroll, Jones and Houghton.
Signatories on the Redwood account are Councillors Isaac and Carroll.
The Clerk has authority to view accounts and set up payments but not to approve them.
The following direct debits are set up and were APPROVED to continue:
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 2024 Variable based on usage
Octopus Energy (Town Hall) Monthly Fixed contract until October 2024 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) No end date £171.52
Public Works Loan Board (loan for WPFA field) 01 May 01 November £1035.20
ICO (Information Commissioners Office) registration Annually No end date £35
28.5.24 To REVIEW the Council’s and/or staff subscriptions to other bodies (See Agenda Report)
• ALCA (Avon Local Councils Association)
• GPFA (Gloucestershire Playing Fields Association)
• ICCM (Institute of Cemetery and Crematorium Management)
• SLCC (Society of Local Council Clerks)
All subscriptions to remain in place
29.5.24 To REVIEW the Council’s expenditure incurred under s.137 of the Local Government Act 1972 for the financial year 2023/24 and to NOTE the s.137 limit for 2024/25 (See Agenda Report)
The Parish Council spent £1,540 on section 137 transactions for the 2023/24 financial year. Against a limit of £8,026.20.
The limit for 2024/25 has been set at £10.81 per council tax base. For Wickwar this will be 897 therefore a total of £9,696.57.
30.5.24 To REVIEW the Council’s expenditure of CIL (Community Infrastructure Levy) for the financial year 2023/24 and note the amount of unspent CIL (See Agenda Report)
CIL spending for the financial year 2023/4 was a total of £44,466.04 leaving a remainder of £45,993.62, some of which has been earmarked for projects which are already underway.
ITEMS FOR THE NEXT AGENDA
31.5.24 To NOTE any items for inclusion on the following meeting agenda.
There being no further business the meeting was closed at 9.25pm.