Wickwar Parish Council
Meeting of the Parish Council – Minutes
Please note: These minutes are DRAFT and subject to change until approved at a subsequent meeting of the council.
A meeting of the above Council was held on Wednesday 7th September 2022, at the Town Hall commencing at 7.00pm.
Attended:
Councillor G Fielding (Chairman)
Councillor A Carroll
Councillor P Trull (arrived at 7.40pm and left at 8.55pm)
Councillor R Houghton
Councillor J Jones (left at 9.15pm)
Councillor A Parris
Apologies:
Councillor S Isaac
Clerk:
Sarah Quick, Parish Clerk
Public time
A parishioner attended to query the location of the Wickwar boundary on the Sodbury Road as the Welcome to Wickwar sign has been removed. The signage is the responsibility of South Glos Council and they will site a replacement sign before the junction with Frith Lane.
Also the markings on Downs Road are barely visible, this has been queried by South Glos but they have refused responsibility. Parishioner to forward his correspondence to the clerk who will follow up.
The chairman of Wickwar Wanderers Football Club attended along with a representative from the WPFA to discuss the possibility of setting up a separate charity to facilitate the improvements to the pavilion at King George’s Field. With this being a complex issue it was agreed that a separate meeting is required with the clerk to arrange.
Councillors discussed the progress made with a pump/BMX track on the WPFA field. The land has been cleared from its overgrown state and quotes will be given soon from specialist companies to complete the work. The project would be eligible for CIL funding although other funding streams are being investigated also.
Several parishioners attended to discuss the planning application in agenda item 7.4 and to present their views as close neighbours to the development.
AGENDA ITEMS
1.9.22 To RECEIVE apologies for absence.
Cllr Isaacs sent apologies
2.9.22 To NOTE and RECORD Declarations of Interests relevant to this meeting.
Cllrs Houghton, Fielding and Trull declared an interest in WOOSC for item number 25
Cllr Parris declared an interest in Wickwar Youth Centre
3.9.22 To AGREE whether the minutes from the ordinary meeting held on 6th July 2022 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on 6th July 2022 should be signed as an accurate record. The minutes were signed by the Chairman.
4.9.22 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda.
The clerk reported that there hadn’t been an entry from the Parish Council in the September issue of the Parish News. An article had been submitted at the end of July but had been overlooked and apologies made for this. The items will be included with the next issue’s piece.
The clerk also reported that following the commencement of a new contract with Tesco mobile a £100 credit had been given on the account. At a cost of £7.50 per month for the phone this will mean several months with no payment required.
5.9.22 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required
PLANNING
6.9.22 Planning – For the Council to NOTE the following planning decisions & notices
6.1 P22/03380/HH – 16 Burleigh Way Wickwar. Erection of two storey side and rear and first floor side extensions to form additional living accommodation. Decision: Approve with conditions
Decision noted
6.2 P22/03632/HH – Pound Barn, Westend, Wickwar. Erection of timber fence. Decision: Approve with conditions
Decision noted
6.3 P21/05624/F – Stable Cottage West End Wickwar. Conversion of attached agricultural barn to form residential accommodation ancillary to main dwelling (Class C3). Decision: Approve with conditions
Decision noted
6.4 P22/03003/F – Land at Captains Farm Hall End Lane Wickwar. Erection of 1 no. agricultural storage building. Decision: Approve with conditions
Decision noted
6.5 P22/00250/F – 87 High Street Wickwar. Partial demolition of rear wall to form gateway, installation of 2.2m entrance gate and creation of hardstanding for parking area. Decision: Approve with conditions
Decision noted
6.6 P20/10660/F – Hill House Cottage Frith Lane Wickwar. Construction 1 no. dwelling house, ancillary annex, pool house, detached garage and new access with associated works. Decision: Refusal
Decision noted
6.7 P22/04007/NMA – 78 High Street Wickwar. Non material amendment to permission P21/00904/F to change the stone wall finish to render. Decision: Approve non material amendment
Decision noted
7.9.22 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
7.1 P22/04115/HH – The Old Dairy, Tanhouse Lane. Erection of a single storey side extension to form additional living accommodation (re submission of P21/04482/F)
Resolved: no objection
7.2 P22/04117/LB – The Old Dairy, Tanhouse Lane. Erection of a single storey side extension to form additional living accommodation
Resolved: no objection
7.3 P22/05094/HH- 24 Burleigh Way Wickwar. Erection of single and two storey rear extension to form additional living accommodation. Alteration to roofline. Erection of front porch canopy. Rendering cladding and re tiling
Resolved: no objection
7.4 P22/05023/F – Land off Frith Lane Wickwar. Erection of 1 no. detached dwelling with associated works.
Resolved: objection on the grounds that the building is not in keeping with the surrounding area and, whilst currently temporary, will likely become a permanent building.
ITEMS FOR DECISION
8.9.22 To CONSIDER recommendations from WEAG for white gates at the village boundaries
It was proposed, seconded and RESOLVED that village gates would be a positive addition to the village, encouraging motorists to slow down and giving a sense of pride. New village signs also to be investigated with a view that children in the village and the new Wickwar Art Group could be involved in their design. WEAG to cost a proposal and bring to next meeting.
9.9.22 To CONSIDER quotations to repair the matting around the roundabout in the play area and replace the roundabout bearings which are worn
It was proposed, seconded and RESOLVED to accept the quotation from GB Sports and Leisure to carry out the work. Once completed clerk to diarise to grease the bearings annually to ensure minimal wear and tear
10.10.22 To APPROVE spend for the clerk to attend the ICCM Exclusive Rights of Burial training course
It was proposed, seconded and RESOLVED to approve the spend of £162 and for the clerk to book a place on the training course
11.9.22 To CONSIDER the response from South Glos Council regarding the disabled access and dropped kerbs from the Bellway and Linden estates to Alexander Hosea School
South Glos have quoted a cost of around £30,000 however little detail has been given and Streetcare seems to be very short staffed. Clerk to source alternative quotes from local firms and report back to next meeting
12.9.22 To APPROVE training courses for the clerk via ALCA “Budgeting for Clerks and Finance Staff” and “Internal Controls”
It was proposed, seconded and RESOLVED that at a cost of £30 per course the clerk can go ahead and book places on both training courses
13.9.22 To CONSIDER quotations for the purchase of defibrillators for the Pavilion and Youth Club
The clerk has now confirmed permission from South Glos Council and the Youth Club to site a defibrillator on the Youth Club Building. Work continues to agree a third with Country Style Supplies for the South end of the village. It was proposed, seconded and RESOLVED to accept the quotation from London Hearts and to purchase two units along with the required cases and accessories
14.9.22 To CONSIDER the purchase of a new first aid kit for the town hall
The current first aid kit has become worn and it was proposed, seconded and RESOLVED to accept the clerk’s recommendation for purchase of a new kit with a cost of £16.50
15.9.22 To AGREE to purchase this year’s edition of the Arnold Clarke Guide to Local Council Administration
As the council pays for membership to ALCA, NALC and the SLCC it was agreed that these organisations can be approached for advice and therefore the purchase of the guide is not necessary at this stage
16.9.22 To CONSIDER the purchase of a memorial bench for the KGV field in memory of the late Roy Thompson
The family of Roy Thompson wish to place a bench alongside pitch 2 at the KGV field following many years of association with Wickwar Wanderers football club. The family wish to pay the costs with the Parish Council to deal with the purchase and fitting. It was proposed, seconded and RESOLVED to approve the purchase and the location
17.9.22 To CONSIDER the purchase of a bench for the Avon Crescent community centre and the placing of other benches in the village
Cllr Carroll reported that despite promising to replace a removed bench Bromford Housing Association have not acted and she requested that the Parish Council step in to purchase along with others at the KGV field. Cllr Carroll to obtain costings and report back to next meeting
It was also proposed, seconded and RESOLVED to have the play area benches and cemetery bench repainted as they have become worn
18.9.22 To CONSIDER the siting of a further multi use bin at the junction of Inglestone Road and North Street
It was proposed, seconded and RESOLVED to support the siting of a further multi use bin within the village. The clerk to contact South Glos to move forward and to report back to next meeting with details of cost and timing
REPORTS
19.9.22 To RECEIVE a report from the Ward Councillor.
Ward Councillor Trull reported from a recent meeting of the South Glos Equalities Forum where the work of local organisation SARI was highlighted. Councillors were encouraged to look up the great work being done in terms of supporting people with employment and a sense of belonging with a new group being set up at the Armadillo in Yate.
There have also been changes to the planning legislation, in particular with developers being forced to consider bio-diversity and include plans for open space when building. However, there are concerns about this policy working in practice with little clarity about the location of the open space in relation to each development.
Councillor Trull will continue to liase with the management company and South Glos council regarding the trees on the Bellway estate, with several of them having already died. The bins and play area are now open which is good news.
20.9.22 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
20.1.9.22 King George’s Field
Tony Gardner has completed the work to put concrete slabs in front of the benches to prevent muddy puddles from forming where the grass wears away. He has also put slabs at both entrances to the play area to prevent any trip hazards from the grass wearing away.
Quotes have been requested for the works recommended by the tree survey and also for fitting the tree guards to the new trees.
Supermama fitness has requested to run afternoon sessions aswell as mornings, clerk to check with the football club that they do not need the pitches at that time and if not, then Councillors are happy to approve
20.2.9.22 Wickwar Community Centre
See requests for financial assistance
20.3.9.22 Wickwar Town Hall
Cllr Carroll has been in touch with Tony Gardner to arrange to put up the footpath maps and the Jubilee plaque and he will carry out the work as soon as he is able
20.4.9.22 Wickwar Cemetery
The cemetery extension report has finally been received with the top two thirds of Park field being suitable for burials. The only query being a well that had historically been used by the brewery, it will need to be established that the well is no longer used before any work could take place. The next step is to contact the ICCM who will be able to help with design and plans.
20.5.9.22 Wickwar Youth Club
Cllr Parris is a trustee of the Youth Club and reported that they continue to be oversubscribed, with 64 active junior members. The capacity of the building however is only 40 so sessions are having to be split. This has led to some disappointment and alternative options are being considered such as extra sessions and days however funding needs to be secured for the extra staff costs that this would create. The toilets have been refurbished during the summer holidays and everyone is very pleased with the end result, thanks were again given to the Parish Council for funding the project.
ITEMS FOR INFORMATION ONLY
21.9.22. To RECEIVE the play equipment inspections for July and August (circulated)
Noted
22.9.22 To RECEIVE the register of correspondence received
• A parishioner had contacted the Parish Council regarding parking on Inglestone Road where a van had blocked the pavement completely causing people to have to walk in the road, particularly dangerous at school run time. Cllr Trull took this up with the police who attended and the situation was resolved. A letter was sent in reply also
• South Glos Council are running a Wild About Nature Conference later this month and requested a representative from Wickwar. Councillors thought that a member of WEAG might be interested to attend, clerk to forward the invitation
• Several parishioners from Station Road have written to the Parish Council regarding the lime trees on the stank leading up to the church expressing concern that they have become overgrown. Cllr Carroll to follow up and consult with a tree expert if required
REQUESTS FOR FINANCIAL ASSISTANCE
23.9.22 WPC regarding support for the village firework display
It was proposed, seconded and APPROVED to give £500.00 to WPC for the display
24.9.22 Bristol and Weston Hospitals Charity for music lessons for children attending school within the Bristol Royal Hospital for Children
It was proposed, seconded and APPROVED to give £100 towards the lessons
25.9.22 WOOSC for an outdoor classroom
There is a substantial cost involved in the building of an outdoor classroom. The project would fit the criteria for CIL funding however Councillors would like to know more detail and request that a member of WOOSC attend the next meeting to discuss further
26.9.22 Wickwar Creative Arts Group for set up costs and equipment
Councillors are keen to support the start up of this club and it will be a positive addition to the village however more detail is needed on the equipment needed and numbers interested. The clerk to contact the club’s representative and a decision to be made at the next meeting
BURIAL MATTERS
27.9.22 Plot 380 Phillips – application for an extra inscription on existing memorial
Noted
28.9.22 Clarke – application for a memorial headstone
Noted
29.9.22 Plot 408 Thompson – burial has taken place, ERB to be signed
Noted and ERB signed by two Councillors and the clerk
30.9.22 Plot 407 Heslegrave – burial has taken place, ERB to be signed
Noted and ERB signed by two Councillors and the clerk
FINANCE
31.9.22. To NOTE the monthly bank reconciliations for June and July 2022. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as of 30th June and 31st of July 2022 were NOTED and signed by the Chairman as a true record
32.9.22. 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 August 1475.18
Octopus Energy Town Hall August 14.69
Octopus Energy Pavilion August 21.43
PlusNet July 21.60
Water business Trough Parkfield February – August 19.43
South Glos Council Wasp nest urgent treatment 150.00
South Glos Council Localism service July – September 979.67
Merediths Town Hall hanging baskets 160.00
ICCM Clerk attendance on ERB training course 162.00
Eyelid productions Annual website support 100.00
Professional Sportsturf Design Cemetery extension – test pits and report 3540.00
Downend Home Heat CIL project for Wickwar Youth Centre 8323.40
Bristol Fire Town Hall fire extinguisher checks 77.52
Bristol Fire Pavilion fire extinguisher checks 57.60
HMRC PAYE due 193.34
Paid between meetings by direct debit and using clerk’s delegated powers;
Staff salaries July 1070.61
HMRC PAYE due 1090.24
Octopus Energy Town Hall July 25.54
Octopus Energy Pavilion July 25.22
PlusNet June 21.60
Water business combined town hall and pavilion January – July 100.43
Green Community Transport Grant towards dash cams 200.00
GL Heating Repairs to pavilion urinals cistern 342.00
ALCA Essential councillor course Allan Parris 40.00
WOOSC Grant towards holiday club provision 200.00
Tony Gardner Repair to gate closer at KGV play area 172.00
GB Sports and Leisure Play area repairs following ROSPA report 491.76
Geldar Ltd KGV CIL tree guards 2100.00
33.9.22 To NOTE the completed CIL return sent to South Glos and review the CIL and Section 106 monies situations
The CIL return was NOTED and has also been posted onto the noticeboard and website. The clerk is waiting for further information from South Glos contacts regarding future monies therefore it was RESOLVED to hold a separate working group meeting to report the full position
34.9.22 To CONSIDER the selection of another bank paying a higher rate of interest
The clerk presented a report comparing the interest rates offered by several other institutions which offer accounts to Parish Councils. The best rate was with the Cambridge and Counties Building Society and it was proposed, seconded and RESOLVED that the clerk will look into the procedure for opening an account and report back at next meeting
35.9.22 To COMPLETE an internal control checklist
Cllr Fielding checked a sample of invoices against bank statements and completed and signed an internal control checklist
36.9.22 To CONFIRM that the council will not opt out of the SAAA external auditor appointment arrangements
It was RESOLVED that the council will continue to be part of the SAAA external auditor scheme
ITEMS FOR THE NEXT AGENDA
37.9.22. 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 9:35pm