Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Wednesday 5th June 2024, at the Town Hall commencing at 7.00pm.
Attended:
Councillor G Fielding (Chairman)
Councillor A Carroll
Councillor J Jones
Councillor A Parris
Councillor L Ford
Councillor S Williams
Ward Councillor B Romaine
Apologies:
Councillor S Isaac (Chairman)
Councillor R Houghton
Councillor B Walter
Ward Councillor A Rush
Clerk:
Sarah Quick, Parish Clerk
Public time
A parishioner attended to ask Ward Councillor Romaine for an update regarding the pot holes on Station Road. They have been passed on as urgent but there has still been no action. Cllr Romaine will follow up.
It was raised that a catering van has been parked in the Turnpike Gate/Station Road car park. The Clerk to request clarification from South Glos as to the ownership and operation of the car park.
A further update was given regarding the overweight lorries which are still at highest ever levels. It is thought that extra construction traffic may be contributing to this and the Clerk will follow up her correspondence with Ladden Garden Village.
There is a broken bollard outside the Fox and Maple, the Clerk will report to South Glos Council.
Work has finally started on the stank trees, following delays caused by a slow response from the power company. Due to the time of year the trees were checked for nests in advance of any works.
AGENDA ITEMS
1.6.24 To RECEIVE apologies for absence.
Cllrs Isaac, Houghton and Walter and Ward Cllr Rush sent their apologies
2.6.24 To NOTE and RECORD Declarations of Interests relevant to this meeting.
Cllr Williams declared an interest in item number 14 and did not take part in discussions
3.6.24 To AGREE whether the minutes from the annual meeting of the Parish Council held on the 1st of May 2024 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on 1st May 2024 should be signed as an accurate record. The minutes were signed by the Chairman.
4.6.24 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
The Clerk has been contacted by Rev Rick as the bier is still in storage and needs to be moved imminently as the storage is airtight and therefore not suitable. Cllr Fielding will take this to the PCC to find a suitable place in the church for the bier to stay permanently.
5.6.24 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required
PLANNING
6.6.24 Planning – For the Council to NOTE the following planning decisions & notices
The following planning decisions were noted:
6.1 P24/00587/HH – 3 Arkells Court Wickwar. Conversion of garage to additional living accommodation. Installation of window from existing french doors. Decision: Approve with conditions
6.2 P24/00191/F – Land At Horwood Farm Horwood Lane Wickwar. Demolition of derelict farmhouse. Erection of 1no. agricultural building. Decision: Approve with conditions
7.6.24 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
7.1 P24/01310/HH – 105 Inglestone Road Wickwar. Demolition of existing conservatory. Erection of single storey rear extension to form additional living accommodation.
Resolved: No objection
Items for CONSIDERATON and DECISION
8.6.24 To AGREE the final bill for the Town Hall refurbishment
The decorating has now been completed and the finished room was able to be viewed. The remaining 5% of the invoice can now be paid to GM Wintle Building.
9.6.24 To CONSIDER options for future Annual Parish Meetings.
This year’s Annual Parish Meeting was less well attended but was still very positive with lots of activity to hear about in the village. The hope will be that next year’s meeting could be held in the new community room at the pavilion and could include time for refreshments and networking ahead of the meeting.
10.6.24 To AGREE for the Clerk to attend a Trust and Charity Law in Practice training course run by ALCA
At a cost of £50 it was proposed, seconded and AGREED for the Clerk to attend the Trust and Charity Law in Practive training course.
11.6.24 To ADOPT the new NALC model financial regulations
The new model regulations have been adapted to Wickwar and were approved by Councillors.
12.6.24 To CONSIDER the findings from the recent ROSPA play equipment inspection
The ROSPA report was duly noted. There is a small list of minor jobs to attend to and the Clerk will obtain quotations for the next meeting.
13.6.24 To CONSIDER the Parish Council’s response to the South Glos Council consultation regarding waiting restrictions on Tyndale Reach
The Council is supportive of the waiting restrictions as currently the road is made narrow in places by parked cars, particularly around the entrance to the estate.
14.6.24 To CONSIDER quotations for Park Field surveys ahead of the planned cemetery extension
Following the pre-planning process South Glos Council have indicated that they would require a geographical survey ahead of any consideration of the cemetery extension. CDS who are managing the cemetery extension had provided a quotation for the surveys but this was thought to be expensive and two other comparison quotes were obtained.
It was therefore proposed, seconded and AGREED to accept the quotation from SUMO Services Limited.
15.6.24 To CONSIDER quotations for ventilation systems for King George’s Field pavilion
Building Control have raised the possibility of extractor fans not being enough to ventilate the pavilion when all of the showers are running. Method Construction have therefore costed a MVHR system however this would come at an extra cost of £7,920.00 plus VAT and is not in the original budget. It was AGREED to continue with the original design to include 4 extractor fans.
ITEMS FOR INFORMATION ONLY
16.6.24 To RECEIVE the play equipment inspection for May (circulated)
The inspection was noted.
17.6.24 To RECEIVE the register of correspondence received
• An introductory letter from the new Police and Crime Commissioner, Clare Moody, was duly noted.
• Yate library is looking for funding to open longer hours each day however the sums needed are far in excess than the Parish Council could provide. Apologies will be sent.
• The Parish Council has been contacted by a parliamentary researcher regarding a campaign to raise awareness of lithium batteries and them catching fire. Councillors were supportive of raising awareness and the Clerk will find out more details.
Requests for financial assistance
18.6.24 Explorers for expedition equipment
It was proposed, seconded and AGREED to agree a grant of £300 to the Explorers for their own expedition equipment.
19.6.24 WOOSC for summer holiday club activities
It was proposed, seconded and AGREED to award a grant of £200 to WOOSC to help with the costs of their summer holiday activities.
20.6.24 Great Western Air Ambulance for running costs of attending emergencies
Due to the number of grant applications from local groups and organisations Councillors deferred a decision on the Air Ambulance grant until later in the financial year.
21.6.24 Read With Me for reading volunteers at Alexander Hosea school
Further information is needed on as to how extensively Read With Me is used at Alexander Hosea School before a decision can be made.
22.6.24 WPFA on behalf of the Wickwar Games Committee for Village Games programmes and toilets
It was proposed, seconded and AGREED to provide a grant of £168 for the toilets at the Village Games however options to be investigated to print the programmes more cheaply or to provide fewer copies.
Burial Matters
23.6.24 To note the burial of Jason Parkins into plot 414 at Wickwar Cemetery
The burial was duly noted and the ERB purchase signed.
Finance
24.6.24 To NOTE the monthly bank reconciliation for April 2024. Chairman to sign as a true record. (Circulated)
The bank reconciliations were not yet available and will be provided at the next meeting.
25.6.24 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 May PAYE 571.73
Staff salaries May salaries 1849.54
Sarah Quick May expenses – ink, paper, soap, toilet roll, hose adaptor 36.53
Angie Carroll May expenses – flag weights, hanging baskets 119.00
Octopus Energy Town Hall April 44.85
Octopus Energy Pavilion April 11.97
Octopus Energy Town Hall May 51.58
Octopus Energy Pavilion May 15.64
BT May broadband 21.60
Tesco mobile Clerk mobile 7.50
Clear Councils Annual insurance policy 1960.64
Hathaway Gardenscapes Ltd Grass cutting at play area and cemetery 586.50
Slavyan Petkov Town Hall decorating 1500.00
Wickwar Youth Centre Grant agreed at May meeting 3000.00
Method Construction Valuation 2 (£28,385.63 plus VAT) 34062.76
26.6.24 To REVIEW and APPROVE the end of year accounts for 2023/24.
The end of year accounts for the financial year 2023/24 were duly noted
27.6.24 To CONSIDER and APPROVE the Annual Internal Audit Report and report from the Internal Auditor for 2023/24. (Circulated)
The contents of the internal auditor’s report were noted
28.6.24 To REVIEW and APPROVE the Annual Governance Statement for the year 2023/24 (Section 1). Chairman to sign.
The Annual Governance Statement was approved and duly signed by the Chairman
29.6.24 To REVIEW and APPROVE the Accounting Statement for 2023/24. (Section 2). Chairman and Clerk to sign.
The Accounting Statement was approved and duly signed by the Chairman and Clerk
30.6.24 To REVIEW and APPROVE supporting documentation to be supplied to the external auditor – (i) explanation of variances and (ii) explanation for NO responses.
The supporting documentation was viewed and duly noted
31.6.24 To NOTE the dates of the Notice of Public Rights
The dates of the Notice of Public Rights were duly noted and the Clerk will post on the Town Hall noticeboard and on the website.
32.6.24 To COMPLETE internal controls
Cllrs Parris and Ford completed a random check of the bank accounts and bank reconciliations, reviewing the corresponding supplier invoices.
33.6.24 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.
Reports
34.6.24 To RECEIVE a report from the Ward Councillor.
Ward Romaine attended the meeting reporting that much Council business is on hold due to the pre-election period, the Council plan has however been approved. Councillors requested that the state of Wickwar’s roads be followed up urgently, along with the village sign and traffic calming.
A meeting will also be arranged with the new Police and Crime Commissioner after the election period regarding the overweight lorries passing through the weight restriction.
35.6.24 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
35.1.6.24 King George’s Field
The Beacon is to be lit on Thursday the 6th of June at 9.15pm to mark the 80th anniversary of D-Day. Our local Explorer group will be providing refreshments and Tom from GL Heating has agreed to set up the kit with the Clerk.
The June Bash was held on the field on Saturday the 1st of June and Councillors wish to pass on their thanks to the Wickwar Entertainment Committee for putting on a great community event.
Work continues to progress on the pavilion project, with the roof almost finished and the doors and windows in. Whilst the bi-fold doors look really good the issue of security must be addressed and Method will provide quotations for this. A site visit was held on Tuesday the 4th with valuation 2 being checked.
35.2.6.24 Wickwar Community Centre
Nothing to report at this meeting
35.3.6.24 Wickwar Town Hall
The downstairs refurbishment is now complete and the decoration looks good. Purchases such as a ramp, baby changing, paper towels and chairs and tables need to be considered and the Clerk and Cllr Carroll will work together on options to bring to next meeting.
35.4.6.24 Wickwar Cemetery
See item 14.6.24 regarding the cemetery extension.
35.5.6.24 Wickwar Youth Club
Nothing further to report at this meeting
Items for the next agenda
36.6.24 To NOTE any items for inclusion on the following meeting agenda.
There being no further business the meeting was closed at 8.55pm.