Minutes 01-09-2021
Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Wednesday 1st September 2021 at Wickwar Town Hall, High Street, Wickwar, commencing at 7pm.
Attended:
Councillor S Isaac (Chairman)
Councillor A Carroll
Councillor C Maidment
Ward Councillor and Councillor P Trull
Apologies:
Councillor G Fielding
Councillor J Jones
Councillor A Pennington
Clerk:
Mrs R Davis
Public time (Duration 20 minutes maximum)
One member of the public attended to speak in support of an application for grant funding from the Wickwar Women’s Circle (item 21 on the agenda). Councillors asked questions and responses were given.
1.09.21 To RECEIVE apologies for absence.
Councillor Fielding, Councillor Jones and Councillor Pennington sent their apologies for the meeting.
2.09.21 To NOTE and RECORD Declarations of Interests relevant to this meeting.
None.
3.09.21 To AGREE whether the minutes from the ordinary meeting held on 1st July 2021 should be signed as an accurate record of the meeting and to NOTE the draft minutes of the staffing committee meeting held on 17th August 2021
It was proposed, seconded and RESOLVED to accept the minutes of the meeting held on 1st July 2021. They were duly signed.
The draft minutes of the staffing committee meeting held on 17th August 2021 were noted
4.09.21 To determine which items, if any, of the Agenda should be taken with the public excluded.
Items 28 and 29 required the public to be excluded.
It was proposed, seconded and RESOLVED to bring forward item 21 (To CONSIDER and take a DECISION on an application from the Wickwar Women’s Circle to provide publicity materials and hold an event – £50.) so that the representative attending could listen to the discussion. See minute 21.09.21.
Planning
5.09.21 Planning – For the Council to NOTE the following planning decisions
Noted.
5.1.09.21 P21/02180/F Langley House 57 High Street Wickwar South Gloucestershire GL12 8NP: Extension of existing outbuilding to facilitate conversion to home office. Approve with Conditions.
5.2.09.21 P21/02181/LB Langley House 57 High Street Wickwar South Gloucestershire GL12 8NP: Extension to existing outbuilding to facilitate conversion to home office. P21/02180/F. Approve with Conditions.
5.3.09.21 P21/03168/F Homeleaze Cowship Lane Cromhall South Gloucestershire GL12 8AY: Erection of front porch and single storey rear extension to form additional living accommodation. Erection of detached garage. Approve with Conditions.
5.4.09.21 P21/03141/F Land At Church Lane The Downs Wickwar South Gloucestershire GL12 8JZ: Demolition and rebuild of 1 no. agricultural building with associated works. Approve with Conditions.
5.5.09.21 P21/03243/F 108 Inglestone Road Wickwar South Gloucestershire GL12 8PJ: Erection of a single storey front extension to provide additional living accommodation. Approve with Conditions.
6.09.21 Planning – For the Council to NOTE the following comments on planning applications submitted by the Clerk with delegated authority.
Noted.
6.1.09.21 P21/05031/F Little Shortwood Farm Wickwar Road Yate South Gloucestershire BS37 6PA: Conversion of existing stable building to form annex ancillary to the main dwelling
(Resubmission of P20/21808/F). Neutral response.
6.2.09.21 P21/05247/F 5 Turnpike Gate Wickwar South Gloucestershire GL12 8ND: Erection of front porch and associated works. Neutral response.
7.09.21 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting.
7.1.09.21 P21/05303/F Stables At Celestine Cottage Limekiln Road Yate South Gloucestershire BS37 7QB: Erection of single storey extension to facilitate the conversion of existing stables to form 1 no. dwelling with associated works.
It was proposed, seconded and RESOLVED to object to the application on the grounds that it will create a separate new dwelling in the countryside, outside of the village boundary. This is in contravention of South Gloucestershire Council planning policy.
7.2.09.21 P21/04121/F 7 Isaac Close Wickwar South Gloucestershire GL12 8FA: Erection of single storey side/rear extension to provide additional living accommodation.
It was proposed, seconded and RESOLVED to submit a neutral response.
Councillor Trull left the meeting at this point in the agenda.
7.3.09.21 P21/05174/F Westend Grove West End Wickwar South Gloucestershire GL12 8LB: Demolition of existing single storey swimming pool extension. Erection of single storey rear extension to form additional living accommodation.
It was proposed, seconded and RESOLVED to submit a neutral response.
7.4.09.21 P21/05223/F 6 The Buthay Wickwar South Gloucestershire GL12 8NW: Erection of a single storey rear extension to form additional living accommodation. Erection of store. Wall to support access path.
It was proposed, seconded and RESOLVED to submit a neutral response.
Items for decision
8.09.21 Items for CONSIDERATION and DECISION
8.1.09.21 To APPROVE the register of delegated decisions taken between 1st July 2021 (date of last meeting) and 1st September 2021. (Appendix 1)
It was proposed, seconded and RESOLVED to APPROVE the register of delegated decisions taken between 1st July 2021 (date of last meeting) and 1st September 2021.
8.2.09.21 To CONSIDER and take a DECISION on quotations for repairing safety surfacing at the King George’s Field play area under the roundabout and igloo plus other maintenance work.
It was not possible for the Clerk to obtain three quotations in time for the meeting so a decision was deferred to the next meeting.
8.3.09.21 To CONSIDER and take a DECISION on extending the King George’s Field Play Area and tree area strimming contract to include strimming some small additional areas detailed in the Agenda Report and APPROVE the expenditure.
It was proposed, seconded and RESOLVED to extend the King George’s Field Play Area and tree area strimming contract to include a small area behind the tin shed and on the opposite side of the field, as these areas are being considered for additional benches. The additional cost of £50 (one extra cut) was approved.
8.4.09.21 To CONSIDER and take a DECISION on quotations for the electricity supply to the King George’s Field pavilion (current contract end 16th September 2021) and Town Hall (current contract ends 22nd September 2021).
It was proposed, seconded and RESOLVED to accept the quotation from Octopus Energy for a 36 month fixed contract for both addresses.
(Note – the rate had increased on the date of entering into the contract [3rd Sept 2021] to 37.7p daily standing charge plus 18.91p unit rate Kwh, but this was still cheaper than the alternative quotations considered at the meeting)
8.5.09.21 To CONSIDER a report from the Council’s insurance provider re repairs to the Town Hall clock following suspected storm damage and take a DECISION on whether to fund the repairs from reserves, and quotations to complete the repair.
It was proposed, seconded and RESOLVED to fund the repairs to the Town Hall clock from an earmarked reserve for this purpose. The quotation of £1,245 +VAT (£525 hammer repair, £720 hoist hire + VAT) from the Cumbria Clock Company, was accepted.
8.6.09.21 To CONSIDER feedback from residents regarding a proposal to refurbish the Town Hall clockface using Community Infrastructure Levy (CIL) funding and take a DECISION on quotations to undertake the project. APPROVE use of CIL funding.
It was proposed, seconded and RESOLVED to refurbish the Town Hall clockface using Community Infrastructure Levy (CIL) funding. The quotation of £3,850 + VAT (£3,130 refurbishment, £720 hoist hire + VAT) from the Cumbria Clock Company, was accepted on the condition that the contractor guaranteed completion by 31st May 2022.
8.7.09.21 To CONSIDER and take a DECISION on a request from Wickwar Wanderers Football Club to install a small key safe inside the King George’s Field pavilion for shed keys.
It was proposed, seconded and RESOLVED to grant permission to Wickwar Wanderers Football Club to install a key safe inside the King George’s Field pavilion for shed keys.
8.8.09.21 To CONISDER and take a DECSION on a request from the Wickwar Playing Fields Association to use the pavilion power, water and toilet facilities for the Wickwar Games event on 25th September 2021.
It was proposed, seconded and RESOLVED to grant permission for the Wickwar Playing Fields Association to use the pavilion power, water and toilet facilities for the Wickwar Games event on 25th September 2021.
8.9.09.21 To CONSIDER and take a DECISION on a proposal to run a Parish Council stall at the Wickwar Games Event. AGREE who will run the stall and rota of volunteers as required.
It was proposed, seconded and RESOLVED not to run a stall at this year’s Wickwar Games event because there were not enough councillors available to run it throughout the day.
8.10.09.21 To CONSIDER and take a DECISION on whether to light the King George’s Field beacon as part of the Platinum Jubilee celebrations on 2nd June 2022 and AGREE who will lead the project.
Decision deferred to the February 2022 meeting.
8.11.09.21 To DISCUSS options for marking the Platinum Jubilee celebrations in June 2022.
Discussion deferred to the February 2022 meeting.
8.12.09.21 To AGREE a date for the next Community Infrastructure Levy (CIL)/ S106 working group – late September.
It was proposed, seconded and RESOLVED to hold the next Community Infrastructure Levy (CIL)/ S106 working group meeting on Wednesday 13th October at 7pm in the Town Hall.
Items for information only
9.09.21To NOTE the playground inspection for July 2021.
Noted.
10.09.21 To RECEIVE an update following the Cotswold Edge Community Engagement Forum meeting 01/07/21 (deferred from 01.07.21 meeting) – verbal.
Deferred to next meeting.
11.09.21 To RECEIVE an update on progress with obtaining quotations for a ground water risk assessment for a potential cemetery extension into Park Field.
The Clerk has obtained two quotations, one for a tier two groundwater risk assessment and one for a more in-depth tier one risk assessment. An independent consultant (Peter Mitchell Associates) reviewed the free tier one assessment carried out by CDS and recommended a quotation be obtained for trial excavations and a professional analysis of the site (between a tier one and tier two risk assessment). The clerk will request a third quotation.
12.09.21 To RECEIVE an update on the cedar tree adjacent to the open cemetery which requires further inspection work. (As per Tree Condition Report conducted Nov 2020).
A tree officer from South Gloucestershire Council has instructed a contractor to carry out a Picus test to identify the extent of any decay within the main stem of the cedar. The results will be communicated to the Clerk.
13.09.21 To RECEIVE an update on progress with obtaining Listed Building Consent to mount two Nature & Remembrance Trail maps on the Town Hall
An application needs to be submitted to South Gloucestershire Council.
14.09.21 To RECEIVE the register of correspondence received (list available at the meeting)
Received.
Reports
15.09.21 To RECEIVE a report from the Ward Councillor
The ward councillor was not in attendance.
16.09.21 To RECEIVE a report from the Tyndale Reach Residents’ Group. (Appendix 2)
Received.
17.09.21 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
17.1.09.21 King George’s Field
Nothing further reported.
17.2.09.21 Wickwar Youth Club
Wickwar Environmental Action Group volunteers are creating a wildlife garden at the centre.
17.3.09.21 Wickwar Community Centre
Nothing further reported.
17.4.09.21 Wickwar Town Hall
Cllr Carroll and Cllr Isaac met with a builder to discuss options for refurbishing the ground floor to create an accessible Council meeting room and community meeting space, as a potential CIL project. They discussed installing a glass inner porch, a suspended floor and replacing the kitchen. The builder will report back with proposals and outline costs.
17.5.09.21 Wickwar Cemetery
Nothing further reported.
Requests for financial assistance
18.09.21To CONSIDER and take a DECISION on an application for CIL funding from Wickwar Out of School Club for a replacement storage shed and concrete base- £3000.
The Clerk confirmed that one quotation had been obtained for the concrete base. However, three quotations had been obtained to prepare an almost identical base for the neighbouring community centre shed in July (funded by CIL) and the Council agreed that it was acceptable to use the successful contractor again. It was proposed, seconded and RESOLVED to award £3000 of Community Infrastructure Levy funding to Wickwar Out of School Club for a replacement storage shed and concrete base.
19.09.21 To CONSIDER and take a DECISION on an application from the Wickwar Playing Fields Association on behalf of the Wickwar Games Committee for an event shelter and prize money -£500.
It was proposed, seconded and RESOLVED to award a grant of £200 to Wickwar Playing Fields Association to purchase an event shelter for the Wickwar Games.
20.09.21 To CONSIDER and take a DECISION on an application from the Wickwar Parochial Church Council to purchase fireworks for the village fireworks display 2021 – £500.
It was proposed, seconded and RESOLVED to award a grant of £500 to Wickwar Parochial Church Council to purchase fireworks for the village fireworks display 2021
21.09.21 To CONSIDER and take a DECISION on an application from the Wickwar Women’s Circle to provide publicity materials and hold an event – £500.
It was proposed, seconded and RESOLVED to award a grant of £500 to Wickwar Women’s Circle to provide publicity materials and hold an event.
Burial matters
22.09.21 To APPROVE the purchase of Exclusive Right of Burial IRO plot 406. ERB to be signed.
Approved and ERB signed.
Finance
23.09.21 To NOTE the monthly bank reconciliations for June and July 2021 and bank balances. Chairman to sign as a true record.
Noted and signed.
Account balances at 31/07/21 as follows:
Unity Trust current account £35,806.78
Unity Trust savings account 1 £10,556.59
Unity Trust savings account 2 £5,211.73
Redwood savings account £80,612.71
Total £132,187.81
24.09.21 To APPROVE accounts for payment and NOTE additional payments made between meetings in line with Financial Regulations (These are listed in the attached payment schedule).
It was proposed, seconded and RESOLVED to APPROVE accounts for payment and NOTE additional payments made in line with Financial Regulations.
25.09.21 To NOTE the budget monitoring report to 31st July 2021, prepared by the Clerk. Chairman to sign as a true record
Noted.
26.09.21 To APPROVE the transfer of £1,338 from the earmarked reserve ‘Community Grant Fund’ to increase the donations budget for 2021/22 to £6,538.
It was proposed, seconded and RESOLVED to APPROVE the transfer of £1,338 from the earmarked reserve ‘Community Grant Fund’ to increase the donations budget for 2021/22 to £6,538.
27.09.21 To APPROVE a direct debit payment of £3 per month to CPRE (corporate membership) from August 2021.
It was proposed, seconded and RESOLVED to APPROVE direct debit payment of £3 per month to CPRE (corporate membership) from August 2021.
It was proposed, seconded and RESOLVED to exclude the press and public under the Public Bodies (Admission to Meetings) Act 1960 and the LGA 1972, S100, as the following items considered matters relating to the employment of staff.
28.09.21 To APPROVE the recommendation of the Staffing Committee to increase the clerk’s salary by 5 scale points (National Joint Council for Local Government Services (NJC) pay scale) backdated to 1st May 2021.
It was proposed, seconded and RESOLVED to approve the recommendation of the Staffing Committee to increase the clerk’s salary by 5 scale points to scale point 23 (National Joint Council for Local Government Services (NJC) pay scale) backdated to 1st May 2021.
29.09.21 To NOTE an error in the calculation of clerk’s pro rata salary. The error will be rectified for salary calculations from 1st September 2021 onwards.
Noted.
Items for the next agenda.
The meeting was closed at 9.49pm.