Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Wednesday 5th October at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac (Chairman)
Councillor G Fielding (left at 8.45pm)
Councillor A Carroll
Councillor R Houghton
Councillor J Jones (left at 9.15pm)
Councillor A Parris
Apologies:
Councillor P Trull
Clerk:
Sarah Quick, Parish Clerk
Public time
Representatives from WEAG attended with a fully costed proposal for village gates and also a plan to add 3D cast designs to mount on the gates. The group would plan to include the village in the designs, children could submit designs to be judged by the new Wickwar art group and Councillors. The winning designs could then be adapted by the art group to enable manufacture. The costs were to be debated in item 8 of the agenda.
Following attendance at the recent conference run by South Glos Council “Wild About Nature” the subject of a Local Nature Action Plan for Wickwar was discussed. This would be a bio-diversity action plan, helping organisations to link areas of bio-diversity and also consider how this might be improved. The plan can also help organisations when applying for grant funding. Many councils already have plans in place, the contact at Frenchay has offered assistance as theirs has just been finalised. Bill Heslegrave from WEAG has offered to take the lead but needs others to assist.
A representative from Wickwar Scout Group attended to discuss their grant request for assistance with an outside storage unit. The group have purchased a unit for £3,000 for which they fundraised and now require extra funds to fit it out. This will enable them to store all of their equipment in one place rather than in leader’s homes and garages. The Scout group itself goes from strength to strength and are currently at capacity for numbers of children.
Representatives from WOOSC attended the meeting to further discuss the plans for an outdoor classroom at the Community Rooms. A quote of £15,874.26 plus VAT has been obtained and a design has been agreed upon however the structure is made of timber and Councillors would like to see quotations using alternative products which would be longer lasting such as recycled plastic.
AGENDA ITEMS
1.10.22 To RECEIVE apologies for absence.
Cllr Trull sent apologies
2.10.22 To NOTE and RECORD Declarations of Interests relevant to this meeting.
Cllr Isaac declared an interest in planning item 7.1 and did not take part in the discussion
3.10.22 To AGREE whether the minutes from the ordinary meeting held on 7th September 2022 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on 7th September 2022 should be signed as an accurate record. The minutes were signed by the Chairman.
4.10.22 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda.
The clerk reported back that following attendance at the recent South Glos Council Partnership Pop-up meeting an introduction was made to Mark Pullin who is the new Director of Community Development. Mark is there to foster closer relationships between South Glos and the Town and Parish Councils and may be a useful contact for Councillors.
The clerk will be on annual leave during the October half term (24th to 28th of October) which will make preparation and publication of the next meeting’s agenda difficult. It was therefore agreed to move the November meeting from the 2nd to the 9th of November. The clerk will ensure that this is publicised and the website updated.
5.10.22 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required
PLANNING
6.10.22 Planning – For the Council to NOTE the following planning decisions
6.1 P22/02476/LB and P22/02129/HH – Pound Barn West End Wickwar. Internal and external alterations to include the installation of 1 no. front dormer and raising of roofline. Erection of two storey and single storey rear extensions and rear link extension. Erection of front porch. Decision: Approve with conditions
Decision noted
6.2 P22/03827/HH – Oakmead Farm, Limekiln Road. Erection of a single storey side and rear extension to form additional living accommodation. Decision: Approve with conditions
Decision noted
6.3 P22/03541/HH and P22/03540/LB West End House West End Wickwar. Internal and external works to include demolition of existing ground floor rear extension and erection of new single storey rear extension to form additional living accommodation. Demolition of existing first floor conservatory to form first floor terrace. Infill of existing rear under croft area to form garden room, WC and shower. Replacement of 2no. existing metal framed windows with 2no. sliding sash windows to match existing. Opening up of internal existing kitchen walls and repainting of exterior of dwelling in a limestone colour. Application withdrawn and no further action will be taken
Decision noted
7.10.22 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
7.1 P22/05414/HH – Honey Cottage Hall End Farm Hall End Lane Wickwar. Erection of single storey rear extension to provide additional living accommodation
Resolved: no objection
ITEMS FOR DECISION
8.10.22 To CONSIDER recommendations from WEAG for white gates at the village boundaries
A costed proposal was provided by WEAG to include recycled plastic gates, the materials to fit and also production of 3D cast artwork designs to place on the gates.
It was proposed, seconded and RESOLVED to agree a budget of £6,500 for the gate project, concentrating on the Downs Road and Sodbury Road entrances to the village first. WEAG to liase with manufacturers and also South Glos Council re the necessary permissions.
9.10.22 To CONSIDER options for dropping kerbs to enable disabled access from the Bellway and Linden estates to Alexander Hosea School.
The clerk has met with one contractor but has not yet received their quotation. A second contractor meeting has been cancelled and rebooked by them. South Glos Council have given a cost of £31,000 to carry out the works however the Parish Council wishes to obtain alternative quotes and a decision can then be made at the next meeting.
10.10.22 To CONSIDER the purchase of a bench for the Avon Crescent community centre and the painting of other benches in the village
Cllr Carroll has received some quotations from manufacturers but is still awaiting others so will provide the next meeting with a fully costed recommendation
11.10.22 To DECIDE what action should be taken regarding the guttering at the town hall
A parishioner has raised that the town hall guttering is leaking and possibly needs to be replaced however there may be issues with asbestos in the building.
It was proposed, seconded and RESOLVED that the clerk should look into booking asbestos surveys for both the town hall and pavilion.
12.10.22 To CONSIDER options regarding the lime trees along the stank as they are becoming overgrown
Several parishioners have approached the Parish Council about the lime trees along the stank as they have grown considerably since the last works 6 years ago. Pieces of the trees can fly off in high winds and the roots or branches of one tree is causing damage to an adjacent wall.
It was proposed, seconded and RESOLVED to instruct a tree specialist to assess the trees and recommend next steps. Cllr Carroll to liase.
13.10.22 To CONSIDER options for the purchase of a third defibrillator for the South end of the village
The clerk has met with the owner of Country Style Supplies who has agreed to site the defibrillator on his land and also to provide a power source for it. The clerk to liase with Country Style Supplies and an electrician to ensure that the place is suitable and will report back to the next meeting.
14.10.22 To REVIEW last year’s changes to the cemetery regulations and whether the changes should remain
Current regulations state that no plots can be reserved in the cemetery and that plots can only be purchased by residents of Wickwar due to the lack of space in the cemetery. This position will change following the cemetery extension however this will be a long process so in the meantime it was proposed, seconded and RESOLVED to keep the current regulations in place until the new cemetery is open.
15.10.22 To CONSIDER costings from South Glos regarding the new multi-use bin at the North Street/Inglestone Road junction
South Glos Council have given a quotation of £599.55 plus VAT for the purchase and installation of the bin with an annual emptying cost of £261.54 plus VAT. It was proposed, seconded and RESOLVED to accept the quotation and instruct South Glos to go ahead.
16.10.22 To CONSIDER the creation of a Local Nature Action Plan for Wickwar
Following the discussions in public time the Council is in favour of proceeding with the production of s Local Nature Action Plan for Wickwar. Further information on the steps to take and what is needed to move forward is required and this can be discussed further at the next meeting.
REPORTS
17.10.22 To RECEIVE a report from the Ward Councillor.
Ward Councillor Trull sent her apologies following a previous meeting overrunning
18.10.22 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary
18.1.10.22 King George’s Field
A working group from the Parish Council has met with representatives from the Football Club and WPFA to move forward the pavilion extension project. The recommendation from the group being that a separate charity is to be set up to handle the project. The charity would be run by a committee including representatives from the Football Club, the WPFA and the Parish Council and could also include other interested groups from the village, particularly where they have relevant skills such as project management. Councillors were in agreement as to this way forward and representatives from WPFA and the Football Club will be invited to the next Council meeting.
18.2.10.22 Wickwar Community Centre
The outdoor classroom project was discussed further, and Councillors were in agreement to support the project however the use of more sustainable and long lasting materials must be given consideration and the Council awaits further costings and plans.
18.3.10.22 Wickwar Town Hall
Nothing additional to note
18.4.10.22 Wickwar Cemetery
Following receipt of the cemetery extension report the clerk will now approach the ICCM regarding next steps and will report back to future meetings.
18.5.10.22 Wickwar Youth Club
Cllr Parris is a trustee of the Youth Club and reported that they continue to be busy and have now made the decision to open on an additional evening. This has been agreed with the support workers and Juniors will now meet on a Monday and Tuesday although staff will need to work with the children to ensure that they can be with their friendship groups. For the long term cost of these extra sessions the Youth Club will have to consider further funding options.
ITEMS FOR INFORMATION ONLY
19.10.22 To RECEIVE the play equipment inspections for September (circulated)
Noted
20.10.22 To RECEIVE the register of correspondence received
• The clerk has been contacted by a local detectorist following his find of a bronze seal matrix which may have originated in Wickwar. Councillors were interested to see the entry and await any further updates as to its authenticity.
• Dan Norris, the Metro Mayor, has been in touch regarding bus services as many rural routes are under threat. The clerk has completed a bus survey and local residents have also been encouraged to complete the survey.
• South Glos Council have written regarding the provision of “warm spaces” this winter. The Parish Council owns no suitable premises apart from the town hall which is generally unoccupied and has difficult steps up to the meeting room therefore the space would not be suitable however Wickwar does benefit from the Avon Crescent Community Centre.
• St Nicholas Football Club emailed regarding the possibility of using the pitches at the KGV field. As Wickwar Wanderers Football Club pay an annual fee and contribute towards maintenance of the pitches plus marking the lines it was thought that Wickwar Wanderers should have exclusive use.
REQUESTS FOR FINANCIAL ASSISTANCE
21.10.22 Wickwar Scout Group for a new storage unit
It was proposed, seconded and APPROVED to give £500.00 to Wickwar Scout Group for their new storage unit
22.10.22 Yate and District Heritage Centre Trust for school holiday workshop materials
It was proposed, seconded and APPROVED to give £100 towards the workshop materials
BURIAL MATTERS
23.10.22 Burial Matters
Nothing to note at this meeting
FINANCE
24.10.22. To NOTE the monthly bank reconciliation for August 2022. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliation for all accounts as of 31st August 2022 were NOTED and signed by the Chairman as a true record
25.10.22. To APPROVE accounts for payment
It was RESOLVED that the payments as listed in the following payment schedule should be made and NOTE additional payments made in line with Financial Regulations.
- Staff salaries September 1301.27
S Quick October expenses 32.60
HMRC September PAYE 241.17
Octopus Energy Town Hall September 13.87
Octopus Energy Pavilion September 19.99
PlusNet October broadband 21.60
Tony Gardner property maintenance Paving slabs Amberley/Burleigh Way & Sodbury Rd benches 212.10
Tony Gardner property maintenance Install second bench on Amberley/Burleigh way 212.10
Tony Gardner property maintenance Paving slabs for KGV benches by play area 230.20
Tony Gardner property maintenance Paving slabs for KGV benches southern end 230.20
Tony Gardner property maintenance Paving slabs for KGV play area gates 290.60
P Trull White spirit and creosote to treat benches 38.62
PCC of Wickwar Grant for fireworks agreed at September meeting 500.00
Bristol & Weston hospitals charity Grant for music lessons agreed at September meeting 100.00
First Aid 4 Less New first aid kit for town hall agreed at September meeting 16.50
MJ Trull Watering and care of town hall baskets June to September 250.00
PKF Littlejohn External audit and AGAR 480.00
PWLB KGV loan 1085.60
Paid between meetings by direct debit and using clerk’s delegated powers;
- London Hearts 2 x defibrillators for Pavilion and Youth Club 2995.20
26.10.22 To NOTE the final report from the external auditor
The report was NOTED and has also been posted onto the noticeboard and website
27.10.22 To CONSIDER the selection of another bank paying a higher rate of interest
The clerk is obtaining the relevant forms from the Cambridge and Counties Building Society and will prepare them for signature at next meeting
28.10.22 To NOTE the CIL and Section 106 monies current situation
The clerk reported that the current situation is as follows which was duly noted.
Total CIL monies
2019/20 £18,018.59
2020/21 £48,115.15
2021/22 £52,218.62
2022/23 £ £98,514.19
Total received £216,866.55
Spending
by end 2020/21 £44,435.46
by end 2021/22 £33,681.90
2022 so far £6,241.07
Total spent £84,358.43
Earmarked £117,276.20
Remaining £15,231.92
Section 106 monies available
Capital £329,435.63
Revenue £127,347.08
£456,782.71
ITEMS FOR THE NEXT AGENDA
29.10.22. 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 9:40pm