Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Wednesday 6th September 2023, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac (Chairman upon arrival at 8.15pm)
Councillor G Fielding (Chairman until Cllr Isaac’s arrival)
Councillor A Carroll
Councillor R Houghton
Councillor A Parris
Apologies:
Councillor J Jones
Clerk:
Sarah Quick, Parish Clerk
Public time
Representatives from the Wickwar Playing Fields Association attended to discuss the section 106 funding for the pavilion and pump track projects. The Clerk had clarified with South Glos council that no funding decision has been made, the Parish Council hopes that both projects can be funded and has been in discussions regarding this outcome with the s106 officer at South Glos. The funding of both projects relies on using some of the revenue funding, aswell as the capital funding, to fund the building costs.
The Parish Council was also thanked for the grant monies given to support the printing of the Village Games programme. Unfortunately this was too late to included within the programme as it had already gone to the printers.
The owners of Oxwick Farm attended the meeting following complaints about the noise from a recent music festival. The organisers of the festival did not comply with the terms of the license and the farm’s owners were powerless to stop them. They will not be booked in the future. A questionnaire has been put out to villagers as the owners of the farm are keen to work with the local community. The Parish Council will also work closely with the owners and South Glos council regarding the terms of the license granted.
A representative from Holy Trinity church attended to enquire about whether the Singing Around the Tree Christmas Carols could be moved from the rectory to the Buthay Green following Rev Russell’s retirement. The Buthay Green is owned by the Parish Council but leased to Bromford Housing Association so the Clerk will contact them regarding the siting of a Christmas Tree as permission will need to be sought.
Members of Wickwar Environmental Action Group attended the meeting to present the first draft of Wickwar’s Local Nature Action Plan. We are lucky to live in an area with many special sites however there is also a need to create more nature and the plan highlights other areas which can be joined up to enable nature “corridors”. WEAG cannot do this alone and would like to get other members of the community involved, for this more publicity needs to be created.
A funding request was made for the printing of an A5 flyer to summarise the LNAP and what needs to be done. Councillors require some more information and therefore the funding request will be revisited at the next meeting.
Councillors were pleased and proud to present Freedom of Wickwar scrolls to Rev David Russell and Philip Revill. Rev Russell retires this month following almost 25 years of service to parishioners and likewise Philip is taking a step back from the numerous voluntary roles he has carried out over the years. The Parish Council is most appreciative to both and wishes them well.
AGENDA ITEMS
1.9.23 To RECEIVE apologies for absence.
Cllrs Jones sent his apologies
2.9.23 To NOTE and RECORD Declarations of Interests relevant to this meeting.
Cllr Carroll declared an interest in item 14 due to a family connection to one of the companies and Cllr Parris declared an interest in item 25 as he is a trustee of Wickwar Youth Centre
3.9.23 To AGREE whether the minutes from the meetings of the Parish Council held on the 5th of July and the 11th of August 2023 should be signed as accurate records of the meetings.
It was RESOLVED that the minutes of the meetings held on the 5th of July and the 11th of August 2023 should be signed as an accurate record. The minutes were signed by the Chairman.
4.9.23 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
Nothing for this meeting.
5.9.23 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required.
PLANNING
6.9.23 Planning – For the Council to NOTE the following planning decisions & notices
The following planning decisions were noted:
6.1 P23/00609/F- Newbarn Farm Wickwar Road Yate. Change of use of stables (sui generis) to workers welfare facilities to support existing onsite forestry business (sui generis) as defined in the Town and Country planning (Use Classes) Order 1987 (as amended). Decision: Approve with conditions
6.2 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).. Decision: Approve with conditions
6.3 P22/00346/F- Land At Arnoldsfield Trading Estate The Downs Wickwar. Erection of 3 no Industrial Workshops (Class E(g)(iii)) and siting of 4no. storage units (Class B8) with access road, parking and associated works. Decision: Approve with conditions
6.4 P23/01868/HH- 3 Turnpike Gate, Wickwar. Conversion of existing garage to form annexe ancillary to main dwelling Decision: Approve with conditions
6.5 P23/02140/CLP – 32 Amberley Way Wickwar. Installation of rear dormer to facilitate loft conversion. Decision: Approve Certificate of Lawfulness
6.6 P23/01633/HH – Barbers Court Farm West End Wickwar. Erection of two storey rear extension to provide additonal living accommodation. Decision: Approve with conditions
6.7 P23/01646/F– Land Between Rag Lane And Eastfield Drive Installation of underground grid connection between Rag Lane Solar Farm and Chipping Sodbury Substation and associated works. Decision: Approve with conditions
7.7.23 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
7.1 P23/02389/F – Bramble Cottage, 82 Sodbury Road Wickwar. Change of use of agricultural land to domestic garden (Class C3)
Resolved: No objection
7.2 P23/02480/F – The Pavilion King George V Playing Field Wickwar. Erection of single storey side extension and veranda to form enlarged pavilion
Resolved: Supportive of the plans and their benefit to local sport and the wider community
Items for CONSIDERATON and DECISION
8.9.23 To APPROVE the Clerk’s attendance on a VAT for unregistered councils training course run by ALCA
Councillors were supportive of further training for the Clerk so, at a cost of £30, it was proposed, seconded and APPROVED for the Clerk to book a place on the course
9.9.23 To APPROVE the Clerk’s attendance on the ICCM Establishing and Managing Gardens of Remembrance training course
With the planned extension to the cemetery it was proposed, seconded and APPROVED for the Clerk to attend the course at a cost of £80.
10.9.23 To NOTE the recommendations from Bristol Fire regarding fire extinguishers at the Town Hall
The recent fire extinuisher inspection showed that the foam extinguishers at the Town Hall had expired. Replacements were recommended and have been fitted however there is now just one foam and one water on the ground floor, one foam and one water on the first floor and water only on the second floor in line with recommendations.
11.9.23 To AGREE a change of date for November’s meeting
Due to the Clerk taking annual leave it was agreed to move November’s meeting from Wednesday the 1st to Wednesday the 8th of November.
12.9.23 To AGREE Parish Council representation at Rev Russell’s last church service on Sunday 17th September
Cllrs Fielding and Carroll confirmed that they will be in attendance at the service on the 17th of September.
13.9.23 To CONSIDER action following damage to one of the picnic tables at King George’s Field
Unfortunately damage has occurred to one of the legs on the picnic table closest to the pavilion at King George’s Field. It is thought that the damage has been caused by the ride on grass cutter however this cannot be proven. The Clerk will ensure that repairs to the seat are undertaken as soon as possible.
14.9.23 To CONSIDER quotations for work to the stank trees
Cllr Carroll had obtained three quotations to carry out the work however did not take part in discussions due to a family connection to one of the companies. Responsibility for the stank appears to lie with the church however historically the Parish Council and other landowner have contributed to the costs. The Clerk will investigate the adjoining properties with the Land Registry.
Following a review of the quotations it was proposed, seconded and AGREED to accept the quotation from Lawrence Tree Services for a total of £7,722 to carry out the tree works recommended by the tree survey carried out on the 5th of January. The autumn is the optimum time for the works to take place.
15.9.23 To CONSIDER installing dog bins at Church Lane and on the West End/Cowship Lane junction
The Clerk has obtained costs from South Glos Council regarding the installation of new dog bins. The cost for each bin being £430.08 + VAT to install and £305.22 per year for emptying. It was proposed, seconded and AGREED to spend CIL monies to install the bins and the Clerk will contact South Glos regarding the exact placing.
16.9.23 To CONSIDER quotations for the Town Hall downstairs room refurbishment
Cllr Carroll has met with 4 contractors only one of whom has provided a firm quotation. This quote however can be compared with the quotations obtained previously and it was deemed to be competitive aswell as from a local contractor who’s work can be seen in the local area. It was therefore proposed, seconded and AGREED to accept the quotation from G M Wintle for £14,778. This is much reduced from the previous cost however the wall will now not be removed and the cost for electrics needs to also be added. Electrical cost quotations to be obtained.
17.9.23 . To CONSIDER options for repairs to the pothole on the lane leading up to King George’s Field
Repairs have been undertaken by the WPFA and other helpers, the cost of materials being £40. It was therefore proposed, seconded and AGREED to give a grant of £40 to the WPFA to cover the costs.
18.9.23 To CONSIDER if Wickwar Entertainment Committee can place a shipping container at King George’s Field
WEC have purchased a marquee for the September event and currently have nowhere to store that, as well as other items left over from previous events. The area behind the tin shed at King George’s Field was earmarked for a container to be placed as it is currently overgrown with brambles. The container must sit parallel to the side of the tin shed and not encroach onto the field towards the football pitches at all. The Clerk will write to WEC to inform them of the decision and also request that the delivery of the container is made with due consideration given to the surface of the field, especially the football pitches.
19.9.23 To CONSIDER formalization of the permitted footpath into the south entrance of King George’s Field
The Parish Council are appreciative of the landowner offering part of their field to be a permitted footpath leading between the path behind the Youth Club and King George’s Field. With the possibility of further housing development in that area the Parish Council would like to formalise the path with it becoming an adopted right of way. The Clerk will write to the landowner in the first instance before contacting South Gloucestershire Rights of Way.
REPORTS
20.9.23 To RECEIVE reports from Ward Councillors
Both Ward Councillors sent their apologies
21.9.23 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
21.1.9.23 King George’s Field
All of the action points from the ROSPA play area inspection have now been completed. GB Sports have inspected the roundabout and recommended work to the bearings and the surface under the roundabout. These works will be free of charge due to them not being completed to a high enough standard last year.
The pavilion refurbishment and extension is now at the planning permission stage. Once the permission is granted then more detailed drawings will be worked on. The Parish Council has invited the football club and the wider community to comment on the plans as this will influence the next stage of the design. Following on from the estimated costs provided by the contractor a more detailed cost breakdown will be available once the more detailed drawings are finalised and these costs will be able to be scrutinised.
21.2.9.23 Wickwar Community Centre
No issues currently and the new committee is working well.
21.3.9.23 Wickwar Town Hall
The lease has now been signed by the PCC and the Clerk will liase with the church administrator regarding storage of items and the moving of the printer.
Also see minute 16.9.23 regarding the Town Hall downstairs room refurbishment.
21.4.9.23 Wickwar Cemetery
The Clerk is currently liasing with companies for the cost of the design and planning work for the cemetery extension.
21.5.9.23 Wickwar Youth Club
See discussion under requests for financial assistance.
ITEMS FOR INFORMATION ONLY
22.9.23 To RECEIVE the play equipment and assets inspection for July and August (circulated)
The inspections were noted.
23.9.23 To RECEIVE the register of correspondence received.
• The Parish Council has received a complaint that a dog was injured by some barbed wire next to the stile leading from the Southerly end of King George’s Field. The Parish Council does not accept liability for the injury, as neither the fence or stile are the responsibility of or maintained by the Parish Council, however the correspondence will be passed to the Council’s insurers.
REQUESTS FOR FINANCIAL ASSISTANCE
24.9.23 WPC regarding support for the village firework display
It was proposed, seconded and APPROVED to give £500.00 to WPC for the display.
25.9.23 Wickwar Youth Club for roof repairs
Cllr Parris declared an interest in this item and took no part in discussions or the vote.
Following the response from South Glos that it is the Youth Club’s responsibility as the building’s leaseholder the Parish Council wishes to help with some CIL funding towards the costs.
It was proposed, seconded and AGREED to provide a grant of £2,000 to Wickwar Youth Centre for the roof repairs
26.9.23 Wickwar Toddler Group for Village Games expenditure and storage boxes
The Toddler Group reported that they are low on funds currently but have the opportunity to sell sweets and ice creams at the Village Games to raise funds. They therefore need monies to enable them to purchase stock to then resell. They also wish to advertise to increase numbers and weekly income.
It was proposed, seconded and AGREED to provide a grant of £300 to Wickwar Toddler Group for the stock for the Village Games and for advertising.
27.9.23 Wickwar Environmental Group for Local Nature Action Plan publicity and other work
See discussion in public time.
BURIAL MATTERS
28.9.23 Cremation plot 36A – ERB to be signed
The ERB relating to the purchase of Cremation plot 36A was duly signed by the Chairman, Clerk and two Councillors.
FINANCE
29.9.23 To NOTE the monthly bank reconciliations for June and July 2023. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as of 30th June and 31st of July 2023 were NOTED and signed by the Chairman as a true record
30.9.23 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 August PAYE 493.94
Staff salaries August salaries 1628.41
Sarah Quick September expenses (printer ink x 2 months) 19.98
Octopus Energy Pavilion August 15.73
Octopus Energy Town Hall August 25.78
PlusNet August broadband 21.60
NEST Clerk pension (employer and employee contribution) 97.55
Tesco mobile Clerk mobile 7.50
Water services Water supply to Town Hall (6 months) 73.33
Water services Water supply to KGV Pavilion (6 months) 40.62
Water services Water supply to Parkfield trough (6 months) 29.79
Angie Carroll September expenses – KGV tree ties 11.85
Green Community Transport Grant agreed at July meeting for advertising in Parish News 252.00
WOOSC Grant agreed at July meeting for summer holiday club activities 300.00
South Glos Council Localism charges for July, August and September 2023 1234.80
Eyelid Productions Annual website fee 100.00
GAPT Internal audit 275.00
Clerks & Councils Direct Freedom scrolls for village awards 210.66
Precision framing Framing of freedom scrolls 60.00
Bristol Fire Annual fire extinguisher service KGV pavilion 57.60
Bristol Fire Annual fire extinguisher service Town Hall 77.52
Bristol Fire Replacement fire extinguishers for expired ones at Town Hall plus safe disposal of old 148.80
Paid between meetings using clerk’s delegated powers (no meeting in August):
BHIB Councils Insurance Annual insurance premium 1778.02
HMRC July PAYE 493.94
Staff salaries July salaries 1628.41
NEST Clerk pension (employer and employee contribution) 97.55
Wickwar Entertainment Committee Grant towards portaloos for September event 250.00
WPFA Grant for printing of programmes for Village Games 550.00
Tesco mobile Clerk mobile 7.50
PlusNet July broadband 21.60
Octopus Energy July Pavilion 26.89
Octopus Energy July Town Hall 25.48
31.9.23 To REVIEW the Budget Monitoring report for Q1 2023/24
The report was circulated and the contents noted.
32.9.23 To AMEND the bank mandate to enable Cllr Houghton to approve payments
It was AGREED that Cllr Houghton’s bank mandate will be amended to enable him to approve payments aswell as view the accounts. The Clerk will enter payments into the online banking system which will then require the approval of two Councillors.
ITEMS FOR THE NEXT AGENDA
33.9.23 To NOTE any items for inclusion on the following meeting agenda.
There being no further business the meeting was closed at 9.40pm.