Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Wednesday 5th July 2023, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac (Chairman)
Councillor G Fielding
Councillor A Carroll
Councillor R Houghton
Councillor A Parris
Apologies:
Councillor J Jones
Clerk:
Sarah Quick, Parish Clerk
Public time
The recent installation of traffic monitoring cameras in the village was discussed. Initially South Glos council had no knowledge of the cameras however the permits team subsequently confirmed that the correct permissions were in place. However the cameras were installed at night and several were at head height meaning that they were very intrusive. Following a complaint to the company they were removed as the traffic survey had been completed.
The issue of an incorrect street name sign at the entrance to the Linden estate was also discussed. The sign says Gulway Drive instead of Gulwell Drive. The Clerk has reported to South Glos Council in the past but responsibility lies with Linden as they still own the development. Ward Cllr Romaine will follow this up on behalf of the Council.
AGENDA ITEMS
1.7.23 To RECEIVE apologies for absence.
Cllrs Jones sent his apologies
2.7.23 To NOTE and RECORD Declarations of Interests relevant to this meeting.
Cllr Houghton declared an interest in item 18 as his children attend the Out of School Club and Cllr Parris declared an interest in item 20 as he is a trustee of Wickwar Youth Centre
3.7.23 To AGREE whether the minutes from the annual meeting of the Parish Council held on 7th of June 2023 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on 7th June 2023 should be signed as an accurate record. The minutes were signed by the Chairman.
4.7.23 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
The clerk has finally received confirmation from South Glos Council that Wickwar now has 9 Councillors due to the increase in the village’s population.
5.7.23 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required.
PLANNING
6.7.23 Planning – For the Council to NOTE the following planning decisions & notices
The following planning decisions were noted:
6.1 PT14/2217/MW– Wickwar Quarry The Downs Road Wickwar. Variation of Condition 19 of planning permission PT07/0573/F to enable a comprehensive restoration and aftercare scheme.. Decision: Finally Disposed of
7.7.23 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
7.1 P23/01840/HH– 24 Burleigh Way Wickwar. Erection of single storey rear extension to form additional living accommodation. Erection of front porch canopy (amendment to previously approved scheme P22/05094/HH)
Resolved: No objection
7.2 P23/01771/F– Land At Archfield Nurseries Station Road Wickwar. Erection of 1 no. new dwelling with associated works.
Resolved: No objection
7.3 P23/01868/HH– 3 Turnpike Gate Wickwar. Conversion of existing garage to form annexe ancillary to main dwelling
Resolved: Objection on the on the grounds that it is believed to be creating a separate dwelling on the site. Visually this would be out of keeping with other properties on the development.
Items for CONSIDERATON and DECISION
8.7.23 To APPROVE printing and distribution of the Welcome to Wickwar information pack
The Welcome to Wickwar pack has now been finalised to include local history and information along with footpath maps and the Countryside Code. This will take it to a 20 page document. Quotes to print 200 A4 booklets were received in the region of £149 however the Parish Church have offered to print at cost as they have the required equipment and their kind offer will be accepted.
The pack will be distributed initially to the two new housing estates with copies given to the pub, social club and coffee shop. The pack will also be advertised in the Parish News and on the Village Forum as available to any other new residents who would like one.
9.7.23 To APPROVE a lease agreement for the church administrator to work at the Town Hall
The lease agreement drawn up by the Clerk was approved and will be printed ready to be signed by David Russell on behalf of the Church.
It was agreed that rent will be paid 6 months in arrears once the full impact of the increased costs can be calculated.
10.7.23 To CONSIDER extra security arrangements at the King George’s Field car park
There have been no further instances of vehicles camping overnight at the car park so the immediate need for extra security and signage has reduced, however the Clerk will continue to monitor the situation.
11.7.23 To CONSIDER participation in the D-Day 80 celebrations in 2024
The Council would be keen to support the D-Day 80 celebrations in June 2024 by the lighting of the beacon at King George’s Field. The Clerk will circulate the information received to other groups who may also wish to organise a village event around the beacon lighting.
12.7.23 To DISCUSS presentation of village awards
Cllr Fielding suggested that there are several individuals who are stepping away from key roles in the village. The Council wishes to recognise their contribution to village life with a presentation at the next Council meeting and a budget of £300 was agreed to support this.
ITEMS FOR INFORMATION ONLY
13.7.23 To RECEIVE the play equipment and assets inspection for June (circulated)
The inspection was noted and the Clerk highlighted that, following recommendations from the internal auditor, the inspection now includes all assets and mirrors the Council’s asset register.
14.7.23 To RECEIVE the register of correspondence received
• Hanson have been in touch regarding setting up a Quarry liaison group with local groups. Cllr Fielding volunteered to represent the Parish Council.
• Correspondence was received from the Joint Local Access Forum for Bath & North East Somerset, South Gloucestershire and Bristol regarding their recruitment of new members. Whilst their work is of interest the Council did not put anyone forward to join the forum.
REPORTS
15.7.23 To RECEIVE a report from the Ward Councillor
Ward Councillor Rush sent his apologies and Ward Councillor Romaine was in attendance. She reported that due to strikes by Suez staff South Glos Council are currently only collecting black bins. Other waste and recycling can be taken to the Sort It centres however long queues have been reported. Other locations have been identified where people can take their recycling and Cllr Romaine is requesting that such a facility be made available in Wickwar.
Regarding the Wickwar Road repairs Ward Councillor Rush sent a document from South Glos Council stating that the repairs need further investigation to find out why the road is subsiding. This will involve more expense and take more time. Councillors discussed the High Street potholes which have been reported and not fixed and Cllr Romaine will follow these up.
Cllr Romaine also requested feedback on the West Link bus service and experiences were shared. Unfortunately there have been instances of pre-booked services not arriving and other instances of late arrivals.
16.7.23 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
16.1.7.23 King George’s Field
A second set of draft plans for the pavilion refurbishment and extension are awaited following feedback given to the contractor from both the Parish Council and the football club.
A quote of £375 has been received for the weed and feed of pitch 1. It was proposed, seconded and AGREED to accept this quote and for the work to be carried out ahead of pre-season matches arranged by the senior team. The Parish Council also notes that Ellis Cox is now the Chairman at Wickwar Wanderers Football Club.
The issues with the roundabout clearance have been reported to GB Sports by the clerk and they have been out to inspect. It is believed that there may be some issues with the work on the bearings carried out by a contractor last summer and GB will follow this up. The Clerk to monitor.
16.2.7.23 Wickwar Community Centre
There have been issues with the new outdoor classroom having puddles on the floor. The committee to ensure that all issues are rectified before releasing the final payment to the contractor.
16.3.7.23 Wickwar Town Hall
The start date for the downstairs refurbishment works has again been delayed and, as the project is now so far behind, Councillors resolved to approach alternative contractors for quotations.
16.4.7.23 Wickwar Cemetery
The Environment Agency have now completed their review of the groundwater report and agree with its findings.
The next steps are to make enquiries about the water well in the field and then to undertake the design and planning aspects. The Clerk will obtain quotations for this work.
16.5.7.23 Wickwar Youth Club
See discussion under requests for financial assistance
REQUESTS FOR FINANCIAL ASSISTANCE
17.7.23 Green Community Transport for advertising costs
Green Community Transport wish to advertise their services in the Parish News to raise awareness and gain more customers from Wickwar. The Parish Council wishes to support this, particularly with the issues surrounding the 84/85 bus service and it was proposed, seconded and AGREED to give a grant of E252 for 6 months of advertising, to be extended for a further 6 months if well received in the village.
18.7.23 Wickwar Out of School Club for summer holiday activities
Cllr Houghton declared an interest in this item and took no part in discussions or the vote.
WOOSC wishes to boost their summer holiday offering by adding some external activities to add variety to their sessions hoping to employ sports coaches/inflatables/animal sanctuaries.
It was proposed, seconded and AGREED to provide a grant of £300 to WOOSC to support the extra costs associated with those sessions.
19.7.23 Wickwar Youth Centre re roof repairs
Cllr Parris declared an interest in this item and took no part in discussions.
The Youth Club has reported that there is an issue with the roof in the extension above the refurbished toilets whereby the existing roof tiles are not interlocking and therefore water can get through. This is worsened by worn felt underneath. 3 Quotes have been received ranging from £5k to £11k.
Ward Councillor Romaine in attendance at the meeting felt that as South Gloucestershire Council own the building they would be responsible for repairs to the outside of the building and she will contact property services on behalf of the Youth Centre.
The Parish Council awaits the outcome of these discussions.
Burial Matters
20.7.23 To note the ashes interment of Susan Barbour into cremation plot 1
The interment was duly noted
Finance
21.7.23 To NOTE the monthly bank reconciliation for May 2023. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as of 31st May 2023 were NOTED and signed by the Chairman as a true record
22.7.23 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.
HMRC June PAYE 493.94
Staff salaries June salaries 1628.41
Sarah Quick June expenses 251.78
Octopus Energy Pavilion June 19.78
Octopus Energy Town Hall June 24.94
PlusNet June broadband 21.60
NEST Clerk pension (employer and employee contribution) 97.55
Cloud Next Website hosting annual renewal 119.98
Angie Carroll June expenses – Sodbury Road planter 62.49
PATA Payroll Payroll services April – June including set up 77.15
Wickwar Entertainment Committee Grant towards cup, shield and rosettes for the Wickwar Games & Produce Show 250.00
Merediths Hanging baskets for Town Hall 176.00
DB Isaac & Partners Topping of Park Field 100.80
23.7.23 To COMPLETE internal controls
Cllr Parris completed a random check of the bank account and bank reconciliation, reviewing the corresponding supplier invoices.
24.7.23 To REVIEW the Council’s Financial Regulations
Following the advice of the internal auditor the Council’s Financial Regulations were reviewed. No changes were made.
25.7.23 To CONFIRM that there is no conflict of interest regarding the Council’s external auditors BDO
Councillors confirmed that they have no conflict of interest regarding the appointment of BDO to undertake the Council’s external audit.
ITEMS FOR THE NEXT AGENDA
26.7.23 To NOTE any items for inclusion on the following meeting agenda.
There being no further business the meeting was closed at 9.20pm.