Wickwar Parish Council
Meeting of the Parish Council – Minutes
The annual meeting of the above Council was held on Wednesday 4th May 2022, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac (Chairman)
Councillor G Fielding
Councillor A Carroll
Councillor P Trull (arrived at 8pm)
Councillor R Houghton
Councillor J Jones
Apologies:
None
Clerk:
Sarah Quick, Parish Clerk
Public time
A member of the public attended to ask about plans to build a tunnel under the road in Wickwar. This was explained to be workings at the quarry so not to affect the village roads. Mention also made of the Hanson quarry planning application to be discussed under planning.
Cllr Houghton raised that the pavement opposite the Citroen garage is blocked with overgrown shrubs. S Glos Highways to be contacted.
Other planning application violations to be investigated including an outlying premises on the Wickwar Road where a business appears to be being run and Church Lane where a caravan and several cars are in situ. Clerk to contact South Glos planning enforcement.
The traffic lights on Southfield Way in Yate seem to often be stopping traffic on weekends when the quarry is closed. Clerk to contact Hanson.
AGENDA ITEMS
1.05.22 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.
2.05.22 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.
3.05.21 To RECEIVE the Declaration of Acceptance of Office forms from the newly elected Chairman and Vice Chairman
Both Declaration of Acceptance of Office forms were signed and witnessed by the clerk
4.05.22 To RECEIVE apologies for absence.
No apologies although Cllr Trull arrived at 8pm due to a previous meeting
5.05.22 To NOTE and RECORD Declarations of Interests relevant to this meeting.
None
6.05.22 To AGREE whether the minutes from the ordinary meeting held on 6th April 2022 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on 6th April 2022 should be signed as an accurate record. The minutes were signed by the Chairman.
7.05.22 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required
8.05.22 To REVIEW and ADOPT terms of reference for Council committees and working groups (Staff Committee and Section 106 and CIL Working Group)
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
9.05.22 To REVIEW and AGREE membership of Council committees and working groups (Staff Committee and Section 106 and CIL Working Group)
The following membership of Council committees and working groups was proposed, seconded and RESOLVED.
Committee/ Working Group Representative(s)
Staff Committee Cllr Isaac (Chairman)
Cllr Fielding
Cllr Carroll
Section 106 and CIL Working Group All Councillors (min of four)
10.05.22 To REVIEW and ADOPT Standing Orders and Financial Regulations.
It was proposed, seconded and RESOLVED to adopt the Standing Orders and Financial Regulations with minor amendments made to contact details for the clerk.
11.05.22 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
Wickwar Wanderers Football Club Cllr Fielding
Report verbally to Full Council
Wickwar Youth Club Cllr Isaac
Report verbally to Full Council
12.05.22 To REVIEW and APPROVE the updated Asset Register for 2022/23
It was proposed, seconded and RESOLVED to approve the updated Asset Register for 2022/23
13.05.22 To CONFIRM arrangements for insurance cover in respect of all insurable risks
It was confirmed that the Council holds a policy with BHIB which will be renewed on the 1st of June 2022
14.05.22 To REVIEW the Council’s and/or staff subscriptions to other bodies
• ALCA (Avon Local Councils Association)
• CVS Associate Membership
• GPFA (Gloucestershire Playing Fields Association)
• ICCM (Institute of Cemetery and Crematorium Management)
• SLCC (Society of Local Council Clerks)
• CPRE
It was proposed, seconded and RESOLVED to cancel the subscriptions to CVS and CPRE but all others to remain
15.05.22 To REVIEW the Council’s expenditure incurred under s.137 of the Local Government Act 1972 for the financial year 2021/22 and to NOTE the s.137 limit for 2022/23
Expenditure as per separate PDF document was noted. The s.137 limit for 2022/23 is calculated as £8,149.68
16.05.22 To REVIEW the Council’s expenditure of CIL (Community Infrastructure Levy) for the financial year 2020/21 and note the amount of unspent CIL
Expenditure as per separate PDF document was noted, clerk to meet with Cllr Fielding to run through the CIL spreadsheets
17.05.22 To REVIEW and APPROVE Direct debits and standing orders for the financial year 2022/23
It was proposed, seconded and RESOLVED to approve the following direct debits for the financial year 2022/23:
Direct Debit Frequency End Date Amount
Water Business (Pavilion) Monthly No end date Currently £7.50 but variable
Water Business (Park Field trough) Biannual No end date Variable based on usage
Octopus Energy (Pavilion) Monthly Fixed contract until 2023 Variable based on usage
Octopus Energy (Town Hall) Monthly Fixed contract until 2023 Variable based on usage
Tesco Mobile (Clerk’s phone) Monthly Rolling monthly contract from £10 with unlimited calls
PlusNet Broadband Monthly £21.60
NEST pensions (Clerk’s pension) Monthly No end date Confidential
South Gloucestershire Council (Business Rates for pavilion) April
May
June No end date £171.52
Public Works Loan Board (loan for WPFA field) 01 May
01 November TBC £1102.40
ICO (Information Commissioners Office) registration Annually No end date £35
Planning
18.5.22 Planning – For the Council to NOTE the following planning decisions & notices
The following planning decisions were noted:
18.1 PK17/1543/TCA – Maple House Station Road Wickwar. Works to pollard 1no Poplar tree and to fell 1no Lime tree. Situated in the Wickwar Conservation Area. Consent by default
18.2 P21/05331/O – Land To The Rear Of South Face Cowship Lane Cromhall. Demolition of existing barns and erection of 1 no. dwelling. Approve with conditions
19.5.22 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
19.1 P22/02129/HH and P22/02476/LB – Pound Barn West End Wickwar. Installation of 1 no. front dormer and raising of roofline to facilitate loft conversion. Erection of two storey and single storey rear extensions and rear link extension. Erection of front porch
RESOLVED: No objection
19.2 P22/02545/HH – Erection of a single storey front extension to form additional living accommodation. (Re-submission of P21/06413/F). | 19 Inglestone Road Wickwar
RESOLVED: No objection
19.3 P22/02019/F – Construction of Temporary Haul Road to link Southfields and Brinsham West Quarries with subsequent restoration. Land Between Gravel Hill Road And Brinsham Lane Yate South Gloucestershire BS37 7BT
RESOLVED: Objection on the grounds of damage to and loss of wildlife habitat and bio-diversity. Whilst the site is not within the Parish it is of concern to many parishioners.
Items for decision
20.5.22 To CONSIDER options regarding the Councillor vacancy
The Councillor vacancy has been reported to and advertised by South Gloucestershire Council. There have been no requests for an election therefore the Council is able to advertise a casual vacancy and co-opt. It was RESOLVED to advertise the vacancy on the website, Facebook page and Parish News.
21.5.22 To REVIEW progress made towards lighting the beacon at the Platinum Jubilee celebrations
The gas kit for the beacon has been ordered and the clerk has spoken with the gas engineer who has agreed to help with installation. WEC are also keen for the beacon to be lit as part of the ball celebrations and are therefore available to help. A gas canister needs to be ordered and it was RESOLVED that this should be done following advice from the manufacturers of the gas kit. Clerk to follow up.
22.5.22 To REVIEW the risk management policy
The updated policy was noted.
23.5.22 To further CONSIDER the installation of defibrillators at the Pavilion and Youth Club
The Parish Council are keen to provide two more defibrillators for the village. Potential sites to include the Pavilion, Youth Club and also one of the new housing estates. Some quotes have been obtained however more research needs to be done, the clerk will continue this and report back at the next meeting.
24.5.22 To CONSIDER options for the purchase of larger fireproof storage for the Town Hall
Fireproof storage is very expensive and an alternative could be to store documents with Gloucestershire Archives who already hold previous minutes and accounts. It was RESOLVED that the clerk will continue to explore options with the archive service and report back at the next meeting.
25.5.22 To REVIEW the updated asset register
As per item 12 above it was proposed, seconded and RESOLVED to approve the updated Asset Register for 2022/23
26.5.22. To REVIEW quotations received for Town Hall refurbishment
Despite months of chasing and contacting builders it has only been possible to obtain two quotations due to how busy many of the local building companies are. Two quotations were reviewed and it was proposed, seconded and RESOLVED to accept the quotation from B.J.Gibbs & Sons for £21K plus VAT.
Reports
27.5.22 To RECEIVE a report from the Ward Councillor.
Ward Councillor Trull attended a consultation meeting regarding a development of 650 houses in Chipping Sodbury. The meeting was organised by the developers PR company and many of the questions that were put forward by parishioners could not be answered.
Work continues on providing disabled access from the Bellway estate to Alexander Hosea school. Cllr Trull has repeatedly asked for South Gloucestershire Council to come out and view the locations for dropped kerbs and will continue to push for this along with desperately needed road repairs and the promised modifications to the speed humps.
28.5.22 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
28.1.5.22 King George’s Field
Tree guards are on order and Cllr Carroll will obtain a quotation to get them fitted. A further two are required for trees planted within the play area as the mesh around them is becoming more weathered. The trees around the beacon also need to be trimmed back before it’s lighting in June and there is also a dead elm tree which needs to be felled.
It was proposed, seconded and RESOLVED to get quotes for the tree guards and fitting and to arrange for the tree work to take place as soon as possible.
WEC have been in touch requesting to store a fridge at the Pavilion to be used for the jubilee events. This was AGREED however it must be PAT tested beforehand.
The football club would like to install a sign to advertise their next match. The Parish Council has no objection to this sign being on the wall of the pavilion however feel that it would be better placed where more people would see it, potentially at the bottom of the road up to KGV.
28.2.5.22 Wickwar Community Centre
Nothing to report at this meeting
28.3.5.22 Wickwar Town Hall
As per above minute a quotation has been approved for the refurbishment works. The annual fire inspection for the Town Hall and Pavilion is taking place on Monday 9th May.
28.4.5.22 Wickwar Cemetery
A ground survey was carried out in January to assess suitability for a cemetery extension, but the survey report has still not yet been received.
28.5.5.22 Wickwar Youth Club
Nothing to report at this meeting
Items for information only
29.5.22 To RECEIVE the play equipment inspection carried out by ROSPA (Circulated)
The ROSPA inspection has been received with only some minor repairs highlighted. Clerk to obtain quotations for the work required
30.5.22 To RECEIVE the register of correspondence received.
Correspondence was received on the following matters not also discussed elsewhere on the agenda:
• David Russell advised that the Wickwar Combined Charities organisation is being wound up with the balance to be donated to local good causes. David will keep the Parish Council updated on this
• A parishioner has been in touch about some damaged and difficult to use stiles. Cllr Trull will follow up with the Rights of Way team at South Glos Council
• Email received from Supermama fitness regarding holding a boot camp exercise class at the playing field on some weekday mornings after school drop off. The Parish Council is supportive of this and the opportunity for people to take part in a fitness activity. Public Liability Insurance will be checked ahead of any classes starting
The Council APPROVES these events being held at the playing fields
Requests for financial assistance
31.5.22 To CONSIDER and take a DECISION on an application from Avon Crescent Community Centre to support their events to commemorate the Queen’s Platinum Jubilee. £200
It was proposed, seconded and RESOLVED to approve funding of £200
Burial Matters
32.5.22 To NOTE and APPROVE burial of Sean Arnold’s ashes on the 7th of May 2022
Sean is the holder of the ERB and therefore the Council has no objection to the ashes being interred into the family plot
Finance
33.5.22. To NOTE the monthly bank reconciliation for March 2022. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as of 31st March 2022 were NOTED and signed by the Chairman as a true record
25.4.22 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.
Staff salaries 1185.54
HMRC PAYE due 458.99
Octopus Energy Pavilion April 40.98
Octopus Energy Town Hall April 17.84
PlusNet April 21.60
Tesco Mobile April 10.00
South Glos Council Pavilion Rates 22/23 2nd instalment of 3 57.00
Water business Trough Parkfield 2.00
Tony Gardner Installation of Sodbury Road and Burleigh Way benches 194.00
UK Debt Management Office KGV loan 1102.40
EDGE IT Systems Ltd Microsoft 365 annual fees April 22 – April 23 169.92
ROSPA Play equipment inspection 130.20
RO Williams & Son Hedge Trimming and Digger Hire 624.00
BHIB Annual insurance renewal 1641.60
Paid between meetings as spend agreed at last meeting
SFX Supplies & Hire Ltd Gas kit items for lighting the beacon 1488.00
26.5.22 To REVIEW the year end budget monitoring report
The report was NOTED.
27.5.22 To Note the 2021/22 Annual Audit Statement from the Public Works Loan Board – amount outstanding £14,400 (circulated)
The statement was NOTED.
28.5.22 To NOTE CIL expected in 2022/23 (See Agenda report)
P19/5258/RM Land South of Horwood Lane Wickwar £ 24,628.55
P19/5258/RM Land South of Horwood Lane Wickwar £ 36,942.82
P19/5258/RM Land South of Horwood Lane Wickwar £ 36,942.82
£ 98,514.19
Items for the next agenda
30.4.22 To NOTE any items for inclusion on the following meeting agenda.
The following items should be included on the next agenda:
– Options for siting a defibrillator towards the South end of the village
There being no further business the meeting was closed at 9.30pm.