Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Thursday 9th June 2022, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac (Chairman)
Councillor G Fielding
Councillor A Carroll
Apologies:
Councillor P Trull
Councillor R Houghton
Councillor J Jones
Clerk:
Sarah Quick, Parish Clerk
Public time
The traffic lights at the Downs junction are still not working correctly, leading to queues at the junction. The clerk has reported this previously and has called again as, despite an engineer attending, the problem has not been solved. Clerk to monitor.
The Council is very grateful to Tom from GL Heating for his help with lighting the beacon for the Jubilee. Gifts to an individual are not allowed but other options for thanking Tom will be explored.
Building works are being carried out at a property on the High Street and a section of the highway has been fenced off. The fenced off area is being used to dump rubble and concrete and often means that the pavement is inaccessible. Parishioners have expressed concerns, clerk to follow up.
The recent events held to celebrate the Queen’s Platinum Jubilee were discussed and Councillors expressed congratulations and thanks to all members of the Wickwar Entertainment Committee for their hard work. The events were all considered to be very successful, and the clerk will write to WEC to pass this on and encourage more events which the Parish Council would be glad to support.
AGENDA ITEMS
1.6.22 To RECEIVE apologies for absence.
Cllrs Trull, Jones and Houghton all sent apologies
2.6.22 To NOTE and RECORD Declarations of Interests relevant to this meeting.
None to note
3.6.22 To AGREE whether the minutes from the ordinary meeting held on 4th May 2022 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on 4th May 2022 should be signed as an accurate record. The minutes were signed by the Chairman.
4.6.22 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda.
Nothing to report at this meeting
5.6.22 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required
PLANNING
6.6.22 Planning – For the Council to NOTE the following planning decisions & notices
6.1 P21/07040/PNA Land Off Rag Lane Wickwar South Gloucestershire. Prior notification of the intention to erect an agricultural building for the storage of machinery and fodder. Prior Approval Granted with Conditions
7.6.22 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
None received
ITEMS FOR DECISION
8.6.22 To CONSIDER options regarding the Councillor vacancy
The Council has received one application from Allan Parris therefore the application period has been formally closed and the Council will co-opt at the July meeting.
9.6.22 To APPROVE purchase of bulbs for the planter on the Sodbury Road opposite the youth club
It was proposed, seconded and RESOLVED to purchase bulbs for the planter. Cllr Carroll to action.
10.6.22 To further CONSIDER the installation of defibrillators at the Pavilion and Youth Club
Cllr Carroll and the clerk have met with David Owen from the local Defibrillator Awareness group and he has given details of a charity which can supply good quality units. It was proposed, seconded and RESOLVED to place units on the Pavilion at the playing fields and at the Youth Club. Quotations to be obtained.
11.6.22 To APPROVE registration for the Clerk onto the SLCC Introduction to Local Council Administration course
The course costs £120 plus VAT and is a self-study course over 12 months. This can be followed by the CILCA qualification. It was proposed, seconded and RESOLVED that the clerk may register for the course.
12.6.22 To CONSIDER referring the council to the monitoring officer as recommended by the internal auditor in relation to alleged “undue influence”.
In line with the auditor’s recommendations it was proposed, seconded and RESOLVED to refer the council to the monitoring officer.
REPORTS
13.6.22 To RECEIVE a report from the Ward Councillor.
Ward Councillor Trull was not in attendance and no report was provided
14.6.22 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
14.1.6.22 King George’s Field
As discussed in public time the Jubilee events held at the field were a great success and the field was able to be enjoyed by all. A reminder of the asset that it is to the village. There were some issues with the pavilion toilets ahead of the event which serves as a reminder to move forwards with the refurbishment project. Cllr Fielding to continue to work with the football club to agree plans.
A quotation has been received from GB Sports and Leisure regarding the items highlighted by the ROSPA annual inspection of the play area. It was proposed, seconded and RESOLVED to accept the quotation and carry out the works as soon as possible as there could be safety issues.
14.2.6.22 Wickwar Community Centre
Cllr Fielding reported that the next meeting is at the end of June and all is going well. WOOSC have requested funding to run some extra activities during their Summer Holiday clubs. This was supported and the clerk will request a grant application form be completed for approval at the next meeting.
14.3.6.22 Wickwar Town Hall
The new plaque to commemorate the Queen’s Jubilee and the clock face restoration is now complete and ready for collection. Cllr Carroll to collect and arrange installation.
14.4.6.22 Wickwar Cemetery
The cemetery extension is still on hold until soil samples are analysed. The samples were taken in January with no response as yet so clerk to chase up.
14.5.6.22 Wickwar Youth Club
The Youth Club have approached the Parish Council for funding for refurbishment to the centre toilets which are in a poor state. The Council confirmed that a new lease will be signed shortly with South Gloucestershire Council for 25 years confirming the building’s purpose.
ITEMS FOR INFORMATION ONLY
15.6.22. To RECEIVE the play equipment inspection for May (circulated)
16.6.22 To RECEIVE the register of correspondence received.
• WEAG contacted the Parish Council regarding the situating of white gates at the entrances to the village. The Parish Council AGREED to support this project with funding for the purchase of the gates
REQUESTS FOR FINANCIAL ASSISTANCE
17.6.22 To CONSIDER and take a DECISION on an application from WPFA on behalf of the Wickwar Games Committee. £484.50
The Wickwar Games Committee requests support with the printing costs of the programme for this year’s Wickwar Games. This cost increases as the number of houses in the village also increases. With a 50/50 mixture of colour and black & white pages, the cost of 850 copies of the programme will be £484.50. Delivery to every house in Wickwar will be conducted free of charge by volunteers. It was proposed, seconded and APPROVED to support this request and to give £484.50 to WPFA.
18.6.22 To CONSIDER and take a DECISION on an application from WEAG to purchase daffodil bulbs. £350
WEAG plan to purchase £500 of bulbs with a part contribution from the Parish Council and the remainder through fundraising. As in the past they will enlist a team of volunteers to get the bulbs planted. It was proposed, seconded and APPROVED to support this request and to give £350 to WEAG.
19.6.22 To CONSIDER and take a DECISION on an application from Wickwar Youth Club for refurbishment of the club toilets
A representative from the youth club attended the meeting with 3 quotes for Councillor’s to review. It was proposed, seconded and RESOLVED to make a CIL grant of £6,759 to Wickwar Youth Centre.
BURIAL MATTERS
20. None
FINANCE
21.6.22. To NOTE the monthly bank reconciliations for April 2022. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as of 30th April 2022 were NOTED and signed by the Chairman as a true record
22.6.22. 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.
S Quick May expenses 17.25
Octopus Energy Town Hall May 26.37
Octopus Energy Pavilion May 16.31
PlusNet May 21.60
Tesco Mobile April 7.50
South Glos Council Pavillion Rates 22/23 3rd installment of 3 57.00
Water business Trough Parkfield 2.00
FRaMS Associates PM Ltd Fire risk assessments Town Hall & Pavilion 384.00
A Carroll Bulbs and compost for Sodbury Road planter 26.07
P Trull Weedol for Town Hall 4.00
ICCM Annual membership 95.00
GAPTC Internal audit 265.00
Cloud Next Ltd .gov.uk domain renewal 132.00
SLCC Annual membership 234.00
Tree Management Prune back trees around beacon basket 150.00
Tree Management Removal of dead elm trees and cherry stem 354.00
Tree Management Cemetery tidying of overgrown hedges 357.60
South Glos Council Localism contract April – June 2022 979.67
Paid between meetings as spend agreed previously;
J Hollister Gas cannister (including rental) for Beacon lighting 83.00
Paid between meetings under clerk’s delegated powers as meeting on 1st of June was cancelled as not quorate;
Staff salaries 1577.18
23.6.22 To REVIEW and APPROVE the end of year accounts for 2021/22. (Circulated)
The financial summary (cashbook), balance sheet, receipts and payments account and statement of accounts analysis were all circulated for approval and signed by the Clerk and Chairman.
24.6.22 To CONSIDER and APPROVE the Annual Internal Audit Report and report from the Internal Auditor for 2021/22. (Circulated)
It was proposed, seconded and RESOLVED to approve the Annual Internal Audit Report and report from the Internal Auditor for 2021/22.
25.6.22 To REVIEW and APPROVE the Annual Governance Statement for the year 2021/22 (Section 1). Chairman and Clerk to sign. (Circulated)
It was proposed, seconded and RESOLVED to approve the Annual Governance Statement for the year 2021/22. The Chairman and Clerk duly signed
26.6.22 To REVIEW and APPROVE the Accounting Statement for 2021/22. (Section 2). Chairman and Clerk to sign. (Circulated)
It was proposed, seconded and RESOLVED to approve the Accounting Statement for the year 2021/22. The Chairman and Clerk duly signed.
27.6.22. To REVIEW and APPROVE supporting documentation to be supplied to the external auditor – (i) explanation of variances and (ii) explanation for NO responses. (Circulated)
It was proposed, seconded and RESOLVED to approve the supporting documentation to be supplied to the external auditor – (i) explanation of variances and (ii) explanation for NO response, section 1, boxes 6 and 8.
28.6.22. To NOTE the dates of the Notice of Public Rights. (Circulated)
It was noted that the Public Rights period will run from Friday 10th June to Friday 22nd July 2022.
29.6.22. To CONSIDER the use of a payroll service for payroll and pension administration
As recommended by the internal auditor the clerk has looked into the costing of using a payroll company. The cost would be £17.65 per month for 2 employees to include pension administration or £15.85 per month for 2 employees without pension administration. It was proposed, seconded and RESOLVED to agree to the use of a payroll company.
ITEMS FOR THE NEXT AGENDA
30.6.22. To NOTE any items for inclusion on the following meeting agenda.
There being no further business or items for the next agenda the meeting was closed at 8.40pm.